Mototolo Platinum Mine – MPLATS ENTERPRISE (PTY) LTD
Effective Date: 02 June 2025
Review Cycle: Annually
1. PURPOSE
To ensure the systematic control, safekeeping, and eventual disposal of business records to support operational efficiency, regulatory compliance, historical preservation, and legal protection.
2. SCOPE
This policy applies to all departments and employees handling electronic and physical documents created, received, or maintained in the course of business operations.
3. CATEGORIES OF DOCUMENTS & RETENTION PERIODS
| Document Type | Retention Period | Notes |
|---|---|---|
| Financial Records (Invoices, Statements) | 5 Years | As per SARS requirements |
| Tax Records | 7 Years | In accordance with Income Tax Act |
| HR & Payroll Records | 5 Years | Includes contracts, leave records, etc. |
| Employee Files (Post-Termination) | 3 Years | From date of exit |
| Procurement & Contracts | 10 Years | Includes POs, RFQs, supplier contracts |
| Legal & Compliance Documents | Permanently or 10 Years min. | Includes licenses, permits, litigation files |
| Safety, Health & Environmental Records | 7 Years | Includes incidents, audits, training logs |
| Maintenance & Inspection Logs | 5 Years | Plant, vehicle, and equipment maintenance |
| Internal Audit Reports | 5 Years | Unless otherwise specified |
| Board & Management Meeting Minutes | Permanently | Corporate governance |
| Operational Reports | 3–5 Years | As determined by department head |
| Email Correspondence | 1–3 Years | If related to legal or project matters |
4. RESPONSIBILITIES
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Document Owner/Creator: Responsible for accurate filing and secure storage of records.
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Records Officer / Departmental Custodian: Ensures compliance with retention schedules and facilitates archiving.
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IT Department: Maintains secure backup systems for electronic records and ensures data integrity.
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Compliance Manager: Conducts periodic reviews and ensures regulatory alignment.
5. STORAGE & ARCHIVING
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Physical Records: Must be stored in secured, access-controlled archive rooms with environmental protection.
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Digital Records: Archived on secure servers with encryption, access control, and regular backups.
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Cloud Storage (if applicable): Must comply with POPIA and international data security standards.
6. ACCESS & SECURITY
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Access to records is role-based and granted only to authorized personnel.
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Confidential and sensitive documents must be clearly marked and stored accordingly.
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Document access logs may be maintained for audit purposes.
7. DESTRUCTION & DISPOSAL
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Documents that have surpassed their retention period and are no longer required must be destroyed securely.
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Physical Documents: Shredded or incinerated by approved personnel.
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Electronic Files: Permanently deleted using data-wiping software.
A Certificate of Destruction may be required for highly sensitive materials.
8. NON-COMPLIANCE
Failure to comply with this policy may result in disciplinary action and may expose the company to legal risk or financial penalties.
9. POLICY REVIEW
This policy will be reviewed annually or sooner if changes in legislation or business processes require.
Document Control Contact:
Records & Compliance Officer
Email: compliance@mplats.co.za
Tel: 013 516 0549