Appendix 4 — Registry of Records for Retention / Central Archive

Parent procedure: 00 – Document and Record Control

Purpose

To maintain a traceable log of records sent to the central archive and records disposed of after their retention period has expired.

Instructions

When records are transferred to the central archive or disposed of, the responsible person records the action in this registry. The Quality Manager approves all disposals.

Archive register

Entry No.	Record description	Date range covered	Date archived	Archived by	Location / box ref.
A-001	[Description]	[From – To]	[Date]	[Name]	[Location]
...	...	...	...	...	...

Disposal register

Entry No.	Record description	Date range covered	Retention period	Date disposed	Disposal method	Approved by
D-001	[Description]	[From – To]	[X] years	[Date]	Shredding / Secure deletion	[Name]
...	...	...	...	...	...	...

tip

Keep the archive and disposal registers in the same document for simplicity, or separate them if your laboratory generates a high volume of records.