8.3 Record Keeping

VERSION 1.0 – DECEMBER 2023

Purpose: The purpose of this procedure is to outline the steps for maintaining accurate and complete training records for all personnel in the organisation.

Scope: This is relevant to all operators in the State Operations Communications Centre (SurfCom).

Procedure:

1. Record Keeping System:
   1.1 A central record-keeping system shall be maintained to ensure all training and qualifications are properly documented and tracked.
   1.2 Training records will be kept in a SurfCom managed SharePoint
   1.3 Qualifications will be managed via the SLSA membership database (Surfguard)

2. Maintain Training Records:
   2.1 Each member’s training record shall be updated after every training session.

3. Retention and Accessor Training Records:
   3.1 Training records shall be kept in accordance with SLSQ and SLSA policies.
   3.2 Access to training records shall be limited to authorised personnel only.

4. Review and Evaluation of Training Records:
   4.1 The training records shall be reviewed regularly by management or authorised personnel to ensure they are complete, accurate, and up to date.

5. Follow-up Training:
   5.1 Personnel requiring follow-up training shall be identified, and the training record shall reflect the training provided and results of any assessments.

6. Reporting Requirements:
   6.1 The organisation shall maintain records of all training provided, including the total number of personnel trained, the total hours of training, and the types of training provided.

7. Responsibilities:
   7.1 The OCS and SCA are responsible for maintaining training records for all operators.
   7.2 The OCS and Operations Support Supervisor responsible for reviewing and evaluating training records regularly to ensure they are complete, accurate, and up to date