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Form · FRM-03

Records Retention Schedule and Disposal Log

Retention periods by record type and a log of authorised disposals.

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Purpose

Defines the minimum retention period, storage location, format, responsible person and disposal method for every type of quality and technical record, and logs each authorised disposal. It implements SOP-02 and demonstrates that retention meets contractual, legal and accreditation requirements.

What it covers

  • Part A - Retention schedule
  • Part B - Disposal log

How to complete it

  1. 1.Part A is completed once by the Quality Manager and reviewed annually or when a contract or regulation changes retention needs; customise the default periods to the Laboratory's obligations (regulated-sector customers may require longer).
  2. 2.Part B is completed each time records are disposed of: list the record type, the period covered, the confirmation that no open complaint, investigation, litigation or accreditation-body request relates to them, the method and the authorisation.
  3. 3.Retention runs from the date of the last entry or the date of certificate issue.

Before you use it

  • Replace every square-bracket token, starting with [LABORATORY NAME], [ADDRESS] and [EFFECTIVE DATE]. The full token list is in GD-01 Read Me First.
  • Have the content technically reviewed against how your laboratory actually works, then approved by the responsible manager before it becomes a controlled document.
  • Update the Word fields after editing so the table of contents and page numbers are correct: select all, then press F9.
  • Record the document in your own document register and set its review date.

Related documents

This is an original template published by ValiTrac. It does not reproduce the text of ISO/IEC 17025 or of any accreditation body publication, and it does not by itself confer or guarantee accreditation. Customise, review and approve it before use.