5.2 Filing systems
The Administration unit should assist with establishing filing systems for emergency operations. Filing systems should cover:
- project files
- finance records
- procurement records
- Logistic records
- communications to/from HQ
- communications with donors.
Files should be retained for the periods of time as required by Lead Member or donor policy. CARE’s policy is to retain certain files permanently. Refer to Annex 18.27 for more information.
Files that are no longer relevant or required should be destroyed under the personal supervision of a CARE administrator. Do not dispose of such files as scrap, sold as waste, or otherwise discarded. Administrative staff should maintain a register of all destroyed files (see Annex 18.28).
Particular care should be taken in emergency contexts to ensure that files are securely maintained and destroyed. Information can be particularly sensitive in emergencies. It is vital to ensure that information which could put CARE staff, operations or beneficiaries at risk is not filed or accessible to external parties under any circumstances, including in the event of office evacuations.