Records Management Procedure | AD1010

Records Management Procedure

The purpose of the Records Management Procedure is to demonstrate conformance to your specified customer, to regulations, and to other requirements. The Records Management Procedure ensures effective operation of your Sales and Marketing Management System (SMMS) and explains how SMMS records are maintained.

The Records Management Procedure applies to all records, regardless of form, that are required to demonstrate implementation of and conformance to your company’s SMMS. (8 pages, 1876 words)

Records Management Responsibilities:

The Sales Manager and the Marketing Manager are responsible for maintaining a list of Sales and Marketing records and for controlling record distribution.

All Sales Personnel and All Marketing Personnel are responsible for ensuring that records they generate are legible, accurate, and timely.

Records Management Definitions:

Controlled document – Document that provides information or direction for performance of work and is part of a controlled document system. Characteristics of control include such things as revision number (or letter), signatures indicating review and approval, and controlled distribution.

Document – Information and its supporting medium; the medium may be paper, magnetic, electronic, optical, photograph, or a sample of the company’s product.

Form – Document or web form with spaces in which to write; business document that typically contains some predefined data and designated, labeled areas for filling in data.

Record – Anything (e.g., document, photograph, nonconforming product sample) retained to provide and preserve permanent evidence of or information about an event.

Records Management Procedure Activities

• Identification Records
• Record Generation
• Filing and Tracking
• Record Maintenance

Records Management Procedure References

• Public Company Accounting reform and Investor Protection Act of 2002

Records Management Procedure Forms

• Sales/Marketing Records List Form