Document Control and Retention Policy

### 3. **Document Control and Retention Policy**

**LYL Inventories Ltd – Document Control and Retention Policy**

*Last Updated: 12th November 2024*

**Purpose**  

This policy ensures that all company documents are managed, stored, and retained in compliance with legal requirements, safeguarding data integrity and accessibility.

**Scope**  

Applies to all records, including inspection reports, client correspondence, contracts, and financial records.

**Document Control Procedures**  

- **Storage**: Documents are stored securely, either digitally (on encrypted servers) or physically (in locked cabinets), with access restricted to authorized personnel.

- **Version Control**: Each document is assigned a version number and update date to track changes.

  

**Retention Periods**  

- **Inspection Reports**: Retained for **six years** to comply with legal and business requirements.

- **Financial Records**: Retained for **six years** in accordance with HMRC guidelines.

- **Employee Records**: Retained for **six years** after employment termination.

**Secure Disposal**  

Documents no longer required are securely shredded (physical) or deleted with encryption measures (digital) to ensure privacy.