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References:
Addendum 1 GC Rec. 003
HACCP MANUAL

Control of Records by the Company

Responsible Person Type of Record Location Retention Period Method of Control Basis of
Measurement
Financial Manager Financial Statements 15 yrs Financial Audits
Bank Statements 5 yrs Customs & Excise
Salary & Wage Register 7 yrs All Documents are filed SHEQ Audits
Tax Assessments & Returns 5 yrs in appropriate Folders SARS Assessments
Fixed Asset Register 15 yrs Staff Records File
Staff Records 7 yrs.
FM Office
Cheques 5 yrs
General Books of Account 5 yrs
Supplier/Customer Invoices 6 yrs
VAT Records 15 yrs

Moving Machinery Checklists Daily Checklists SHEQ Audits

Goods Receiving Documents Filing - References Financial Audit
Building Maintenance Release Strategy Financial Audit
Checklists 6 yrs Filing - References Financial Audit
Certificates Filing – References Financial Audit
Reports Registers DoL Lifting Equipment Financial Audit
Inspection records Register Legal Compliance
Int/Ext Audits 5 yrs DoL Lifting Equipment Legal Compliance
Non-conformances (NCRs) 5 yrs Register Legal Compliance
Project Administrator Proof of Maintenance without 5 yrs Register Legal Compliance
contracts 10 yrs DoL Approval Letter
Fire Equipment
HIRA Risk Assessments Yearly submission of
Environmental Aspects (EAI) Proof of Maintenance
SHE Reps Inspection required from Landlord.

Responsible Person Type of Record Location Retention Period Method of Control Basis of
 Measurement
Customer Complaints
Customer Survey Reports Office
Project Administrator Pest Control Inspections
Sub-contractors documents
Section 37(2) Agreements
Supplier (Waste) Certificates
Waste collection Records
HIRA Risk Assessments
Letter of Good Standing Review minutes and
Tender Documents milestone documents are
Weekly or monthly reports filed.
Management Review Minutes Weekly or monthly
Milestone documentation reports are filed in MD’s
Management Review Office.
Minutes
OHSAS & Enviro. Compliance
Audit
Legal Register
Managing Director Legal Appointments
Section 37(2) Agreements 5 Years
Accident and incident records;
Organogram
Training Records
Interview Records
BEE Records
Personnel Due Diligence
Reports (Headcount report)
Disciplinary Records
Medical Records (Clinic)
First Aiders Inspection
Checklists

Doc No. Rec. 001 Rev. 0 Feb 2021