DOCUMENT RETENTION LIST

Abbreviations:
BO: Biosafety Officer LM: Laboratory Manager QO: Quality Officer
EO: Equipment Officer SO: Stock Officer
TN: Technician
Explanation of codes used:
1. Type of record: 3. Security:
A= Printed A= Not necessary B= Locked cabinet
B= Printed and controlled in the quality management system C= Digital C= Personnel archive D= Password (digital)
D= Filled-out forms

2. Elimination: 4. Accessibility:
A= Discard A= All
B= Discard by secure elimination C= Remove digitally B= Under supervision of document control officer C= TN and LM
D= LM E= BO F= QO

Document Retention Matrix

Responsible
Document Type of record 1
Storage time (years) Elimination 2
Security 3
Accessibility Archive location
4
person/dept.
General
ISO 15189 A Obsolete versions: A A A 224 QO
10
Quality manual, B, C Obsolete versions: B, C A, D A 150 QO
SOPs incl. 10
annexes and
forms

Quality targets, policies, and other quality documents

Quality policy A 5 B B A 150 Secretariat
Quality year plan A 5 B B A 150 Secretariat
Quarterly reports A 5 B B A 150 Secretariat

Document Type of record 1

Storage time (years) Elimination 2
Security 3
Accessibility Archive location
4
Responsible
person/dept.

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 Management A 5 B B D 150 Secretariat
review
Action plans A 5 A A A 150 Secretariat
Environmental A 5 B B B 150 Secretariat
year plan
Environmental A 5 B B B 150 Secretariat
year report
Emergency plan A, C Until renewed A A A 150 Secretariat
Reports risk A 10 A A A 150 Secretariat
analysis and
evaluation
Reports A 10 A A A 150 Secretariat
evacuation
exercises
Environment C Until renewed n/a A A Computer Data clerks
policy
Minutes quality A 5 A A A 150 Secretariat
meetings
Document A, C Undetermined B, C B, D B 150 Secretariat
control log
Request for A Until revision is A A A 150 Secretariat
revision made
Reports and A 10 B A See report 224 QO
action plans of
internal- and
external audits

Audit year plan A 10 A A A 224 QO

Notification D 5 B B See form 224, 150 QO

forms
Work area
Service manual A 5 A A A 224 QO

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Agreements with A 5 after end of A A A 150 Secretariat
national agreement
organizations

Agreements with A 5 after end of A A A 150 Secretariat

international agreement
organizations

Key registration A 5 B B D 151 Secretariat

Forms of external C 5 C A C Computer/152 LM

assignments

Project list A 5 A A A 150 Secretariat

General A, C Undetermined n/a n/a A Computer/152 Secretariat
conditions of the
NTRL

Privacy policy A 10 after renewal to A A A 152 Secretariat

new version

Personnel and Organization

CLA A, C Undetermined A, A, A, A 150 Secretariat
n/a n/a
Education plan A, C 5 B B A 150 Secretariat
Job descriptions A, C Until renewed A A A 152 Secretariat

Document Type of record 1

Storage time (years) Elimination 2
Security 3
Accessibility Archive location
4
Responsible
person/dept.
Personnel files A, C Until end of contract A, C C, D Employee and 152 Secretariat
LM

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 Induction D 2 after leaving of B B D 147 LM
checklist employee

Induction D 50 B B D 153 BO
checklist BSL3
laboratory

List of employees A, C 5 B, C B A 150 Secretariat

Vaccinations D 50 B B D 153 BO

Telephone list A Until renewed A A A 150 Secretariat

Facilities
Construction A n/a n/a n/a n/a n/a Secretariat
drawings

Map of area A, C Included in quality A, C A A 150 TM

manual

OH policy A, C 5 B, C A A 152 LM

Biosafety manual A Until renewed A A A 150 LM

Tick-list biosafety A Undetermined n/a B A 151 QO

manual

Reports and A 5 A A A 151 BO

action plans
safety audits

Equipment and stock

Contracts with A 5 after end of A B A 151 EO/SO
suppliers contract

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Order receipts A 3 B A A 151 SO

Factures A 10 B B A 152 LM
Suppliers file D 3 A A A 223 EO/SO

Equipment A Until equipment is A A A 198 TO

manuals out of order

Equipment A Until equipment is A A A 189 TO

certificates out of order

Bench aids of A, C Until equipment is A,C A A Computer QO

equipment out of order

Equipment A Until equipment is A A A 189, Computer EO

logbooks out of order

Planning of A 1 A A A 189 EO
maintenance of
equipment

Maintenance A 5 after end of A A A 152 Secretariat

contracts of

Document Type of record 1

Storage time (years) Elimination 2
Security 3
Accessibility Archive location
4
Responsible
person/dept.
equipment contract
Maintenance A 5 A A A 150 Secretariat
reports

Laboratory A Undetermined A A A 152 LM

logbooks

Request forms A, C 10 A A A 152 Secretariat

medical-ethical
committee

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 Poster “how to A, C 10 after renewal A A A 189, computer Secretariat
discard waste”

Environmental D 5 A A A 152 LM
monitoring log
sheets

Validations
Validation reports A 20 A A A 189 TO
Equipment

Validation reports A 50 A A A 152 LM

methods

Registers
Batch records A 10 A A A 152 LM

Stock cards D Until out of stock A A A 152 LM

Patient register A Undetermined A A A 150 Secretariat

Sample reception, processing and reporting

Request forms, A Undetermined B B C 152 LM
reports,
worksheets

Sample reception A 10 A A A 152 LM

worksheets

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Forms “received D 20 A A A 152 LM
material” and
“sent material”

Digital reports C Undetermined C D C Computer LM

Signed privacy A 10 year after leaving B B B, D 150 Secretariat

statements of employee

Reporting of research data

Reports for A 20 B A A 136 LM
external
organizations

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