Introduction

This document provides clear instructions on how to handle and securely store all paperwork related to the delivery and assessment of our health and safety training courses. It is important that all documents are organised in a structured and secure manner, ensuring easy access and compliance with best practices.

Electronic Storage of Paperwork

All paperwork must be stored electronically to ensure that records are kept secure, organised, and accessible for future reference. Physical paperwork should be scanned and uploaded to the designated storage system as soon as possible, and any hard copies should be securely disposed of after uploading.

GDPR Compliance and Secure Storage

To ensure compliance with GDPR, all completed forms must be securely stored. At Skills Shop Ltd, we use TransferChain, which employs blockchain encryption and a distributed cloud architecture for this purpose.

• Blockchain encryption ensures that the data is immutable and tamper-proof by storing it in blocks that are cryptographically linked. This means the data cannot be altered or deleted, ensuring the integrity of participant information.
• Distributed cloud architecture enhances security by storing data across multiple locations, which reduces the risk of data breaches or loss.

This system guarantees that participant data is both secure and accessible only to authorised personnel, ensuring compliance with data protection regulations and providing peace of mind regarding the security of sensitive information.

Folder Structure for Storage

To maintain consistency, all documents related to each course should be stored in a specific folder structure, as outlined below. This ensures that information is easily retrievable when needed.

The folder structure should follow this format:

• Company Name (if it doesn’t already exist)
  • Course Name + Date
    • Paperwork: signed proposal, remittance advice, course evaluation form and online reports (blended only)
    • Feedback: participant feedback forms
    • Certificates: To be stored for valid period (normally 3 years)

Example Folder Structure

For clarity, here’s an example of how the folder structure should look:

• ABC Ltd
  • Emergency First Aid Course 15-10-2024
    • Paperwork
    • Feedback
    • Certificates

Naming Files

When saving files within the folders, use a clear naming convention that makes it easy to identify the contents of each document.   You should avoid using a period “.” in a folder name.

Security and Access

All electronically stored documents must be saved in a secure, password-protected environment. Access to these files should be restricted to authorised personnel only, and the system ensures that only those with the proper permissions can retrieve or manage the data.

Key Points to Remember

1. Scan and Upload: Ensure all physical paperwork is scanned and uploaded to the correct folder as soon as possible after the course.
2. Organise Properly: Always follow the folder structure and naming conventions to maintain consistency and ease of access.
3. Secure Storage: Keep all files in a secure, password-protected environment, using **TransferChain** to ensure GDPR compliance and protection of data through blockchain encryption and distributed cloud storage.
4. Backups: Regularly back up all electronically stored files to prevent data loss.
5. Retention Period: Ensure documents are stored for the required retention period, as outlined by the organisation’s data retention guidelines.

Conclusion

By following these guidelines, you will help ensure that all training-related paperwork is securely stored and easily accessible when needed. This approach helps maintain the organisation’s professional standards, ensures compliance with GDPR and data protection regulations, and allows for efficient management of course records.