Nomenclature and Document Destruction Regulations | Introductory Provisions and Principles Filling Services | Electronic Money and Authorized Payment Institution | Template for FCA Applications and Authorised Firms

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1 INTRODUCTORY PROVISIONS

Scope:

The internal regulation governs the principles of a unified system of document handling company. The Classification Scheme Regulations is to ensure the proper functioning of file services, especially:

• establish rules for filing, processing and circulation of documents,
• provision for decommissioning (destruction) of written, pictorial and other records,
• prevent damage in case of premature or improper discarding of documents
• secure archival and documentary material and create the conditions for its use,
• ensure the protection of documents from tampering,
• to establish conditions for the functioning of the management and supervisory bodies.

Filing service:

A set of activities that deal with the handling of the documents is referred to as a filing service. Performance Records Service is to provide professional document management of incoming and arising from the activities of the originator, or the activities of its legal predecessors, including their proper reception, registration, distribution, circulation, processing, preparation, signing, sending, storing and discarding the appraisal process, including the supervision of such activities.
Filing service caters to business departments within the Business Reception (hereinafter referred to as “reception”) as input and output instead of documents for all departments of the company. Records management is responsible for leading the sales department and officer in charge of the reception activities.

Document:

Document means any written, visual, aural, electronic or other record, whether analogue or digital form, which originated from its activities.

Principles filing services:

Classified documents (actually forming the subject of government, business and professional secrecy) opens Director and ensures business department or another authorized employee. Handling complaints and notifications ensures the separation of front office and responsible employee in cooperation with a lawyer. Handling payroll accounting and correspondence provided by the accounting department. Dealing with banks and financial documents providing back office.

Documents in contact with clients provides Front Office.

Relations with the post caters Front Office in the work desk.

Registered documents in the company:

The Company shall be recorded:

• Inbox;
• sent by mail;
• information secretary;
• work instructions;
• internal documents;
• standard contract of the company;
• Employee ingredients
• complaints and claims;
• Customer ingredients;
• documents according to the internal regulations – organizational rules;
• a list of files stored in the archive.

The guidelines contain a number of directors and the effectiveness of the guidelines and are binding for all company employees. Familiarity with the instruction of each employee directors acknowledge his signature. Reception keeps records of these instructions.

Work instructions may be issued by the director and head of the department and these guidelines are mandatory for designated group of employees. Head of Department is required to pass the reception to register any job order which it was exposed, immediately after its completion.

The individual organizational units of the company may be taken internal documents relating to the improvement of specific cooperation that is for other departments and divisions groundless. In this case the documents are binding only for the intended separation. These documents are filed in the reception.

Ordinary contracts the company are stored in the reception and sign the person designated for this purpose by the Commercial Register.
Employee files contain documents relating to the company’s employees and their employment with the company.

Complaints and claims are recorded at the reception. The procedure for allocating processing of complaints and the subsequent procedure in dealing governed by a special internal regulation.

Front Office leads the customer folder containing mainly:

• the agreement pursuant to which there was a contractual relationship between the client and the company (including any amendments)
• an updated identification information,
• the rights of disposal of funds,
• specimen signatures,
• client orders;
• any complaint filed by the client;
• documents related to the fulfilment of obligations against the legalization of proceeds from crime and terrorist financing.

The company maintains a register of documents according to the internal regulation – System internal policies and procedures to prevent money laundering and terrorist financing ie. Registration

• suspicious transactions reported by the regulator (including all documents relating to the suspicious transaction)
• transactions which employees reported as suspicious, but not assess a person authorized by such suspicious transactions and therefore not reported as suspicious transactions to the regulator (including putting one in that case, when and why these transactions are decided)
• suspicious transactions whose execution was postponed (including putting one in that case, when and why these transactions are decided)
• transactions not executed for refusing to identify.

2 DELIVERY AND DISPATCH DOCUMENTS

Receipt of documents:

• All documents sent by mail, courier or in person, addressed to the company accepts reception.
• The documents in electronic form sent to the company and documents addressed through a data box receives reception; electronic documents addressed directly to individual employees of the company adopting these employees.

Mailings:

• The employee assumes mailings empowered to do so, acknowledging receipt of the recommended, valuable and parcel post. Consignments are found that are not addressed to the company will return immediately to the post office.
• The reception does not open mail addressed to the Chief Executive Officer (if not mandated) and addressed direct to the employees of the company name. If the employee after opening, it is a working document, it is obliged to immediately hand over the records. Furthermore, the reception does not open the envelope bearing a security classification.
• Undertaking mail, including invoices, employee reception opens, verify the completeness of their contents, especially approves the actual number of annexes to the number indicated in the accompanying letter. In the absence of attachment or if it is detected in bringing other causes (eg. An incorrect indication of the number of supplements), notes on accompanying letter; complaints of missing documents handled by the department to whom the shipment was allocated.
• If an employee reception after the opening of the correspondence that it is a private document, it does not register on the cover indicate the reason for the opening and affix the signature of the employee who opened the document, along with an envelope will forward it to the addressee. The contents of an open private letter to be kept confidential. As private are not consignment, whose address, sounding at the company, has a clause “in the hands” of a particular employee (name of the addressee followed up under the name of the company name).
• Cover joins always, if it is a document lodged at the court or other state body. The envelope will also be accompanied, if not apparent from the document sender. Signs must be removed from the envelope, because it is then impossible to determine the date of posting, which is crucial for management assessment meeting the deadline.

Personally, delivered documents:

• Personal service administration employee inspects a reception in the presence of the bearer; on identified deficiencies alerts can be confirmed, if necessary. remove. If it is a clandestine correspondence referring to the deliverer director or authorized person for contact with classified documents.
• Applications bearer, the submission must be accompanied by the filing stamp with the date of another day, must be upheld.
• Document takeover of staff during official meetings surrenders employee immediately reception records that document.

Documents in electronic form:

Documents received electronically records the reception only if they are marked with an electronic signature or sent via data box or it is called. Electronic invoices (invoices sent electronically). In this case, the reception inbound document filed in electronic records of incoming mail, noting that the document was delivered electronically with an electronic signature or through a data box or as an electronic invoice with a reference to a file stored in the information system of the company.
If the document electronically with an electronic signature delivered directly to the employee, the employee shall, if it is a working document, it immediately hands over the front desk to register.
In the electronic records do not record incoming mail documents sent by e-mail, which is not equipped with an electronic signature (not for electronic invoices).

Evidence received documents:

Documents received affix reception filing stamp with the date and serial number. Delivery of Documents reception records in an electronic mail registry. Reception leads and records of the parcel.

In case the documents are delivered by electronic mail registry reported the following:

• the date of service,
• delivery method (by registered post, usually electronically, in person, through a data box, otherwise).
• serial number – company code,identification of the worker who handled the document
• identification of the sender,
• the content of the document,
• Magazines, newspapers, books, other publications and consignments without a cover letter is not registered.

The distribution and circulation of documents:

Documents after registration categorizes reception by the departments concerned. Director inspects the mail every day, assigns her to handle, or. indicate the timing and manner of execution. Return to the front desk to replenish records or on any connected previous writings. Allocation of documents department is going in accordance with their competence defined organizational rules of society.
The employee to whom the document was assigned to handle, is responsible for its execution on the substance and form and is responsible for its protection and safekeeping until the establishment of the Registry of the glove compartment.
If the employee that the document belongs according to the content to another department, return it to the front desk, who will repair their records and delivers it to the right person. Direct transmission of documents without proper entry is eliminated. For material processing documents within the specified time always corresponds to the department that it has taken for execution.
Money received by mail takes over the reception, eventually. another person specifically authorized to do.
Submission to which they are attached money or valuables (stamps, stamps, securities, etc.), Separates reception from the other administration and shall immediately inform the employee.
Invoices received from (in paper and electronic) records the reception and after approval veracity of the responsible employee and director passes the accounting department. For electronic invoices in the mail registry writes a delivery method “E-mail”.

Execution and signing documents:

When processing documents, all documents relating to the same subject matter together in a file.
The execution file means the processing concept and its approvals, completion, signing and dispatch the final copy of the decision or other forms of execution. Part of the file is always written copy of the settlement document or a copy of the marked shipping date. A written copy of the settlement document can be in digital form on technical data carriers. These are part of the file.
After writing the final copy of the document the responsible employee and his signing of the documents transmitted to the front desk to send. Signing external correspondence is governed by a specific internal regulation.
Reception the document assigns a serial number by electronic records of outgoing mail. The recommended, diligent and parcel consignments are written submission tickets or similar form in which the shipment is confirmed postal license holder. Ordinary mail and documents sent by courier are recorded only in the electronic records of sent mail. Shipments communicated personally to confirm a copy of the cover letter.
Since each document you send will always be drawn up at least one copy for inclusion in the files, which marked the day of departure.
A shipment that the post office returned as undeliverable, noting reception as the return and forward it to the relevant department.

Sending documents:

The individual organizational units transmit reception mail to be sent no later than 13.00.
Recommendations to correspondence sent in case, in the case of valuable documents, documents which are applicable legal consequences, important reminders, complaints, orders, etc.

Within the addressee documents are sent where it is necessary that the delivery has been documented. Copies of the written document confirming that the document was delivered, connects to the file.

In order to be an official company document sent by electronic mail, the relevant employee is sending a document to a digital signature and sends the document directly. At the same time send a copy of this letter to the reception to send this letter to register the electronic records sent by mail with a note on the electronic form sent. Unless the relevant employee access to electronic signature, document forwarded desk with a note that it should be sent by electronic mail. Reception then such a document, attach a digital signature and sends the document via e-mail to that address. Sending a document reception records to electronic records sent by mail with a note on the form of sending a document.

Evidence submitted documents:

A copy of the documents sent by the sending reception affix a stamp with the date of departure and serial number – the code of the company. Sending documents shall be recorded in the electronic records of sent mail.

Electronic records of sent mail containing:

• the date of dispatch,
• the serial number – the company code,
• identifying the addressee,
• identification of the worker who handled the document
• the content of the document,
• sending method (by registered post, usually electronically, in person, through a data box, otherwise).

3 STAMPS

Stamps companies:

1. Production of stamps by the reception.
2. Sales department keeps records of the stamps, which is marked with the stamp and the name of the employee (employees) authorized to use the stamp.
3. The proper use, storage and protection of punches against theft or misuse responsible employee who took the stamp.
4. Illegal stamps former cast member to write-down from the record sales department to ensure that before disposing of these stamps archiving their fingerprints.
5. The company may be issued to these kinds of stamps:

a. stamp contains the name of the company as registered in the Commercial Register; It connects to the signature of members of the statutory body of the company, company directors and their authorized representatives,
b. contains a stamp function outside the company’s name and its headquarters amendment that limits the signature powers,
c. the stamp unit includes outside the company name and its headquarters amendment that limits the signature powers of a certain department and is used when signing an external correspondence,
d. personal stamp service – a control that is used in the implementation of records to internal documents in the exercise of functions. Such stamp contains data that allows the identification of the person who is authorized to use the stamp.

4 FILING OF DOCUMENTS

Save company:

1. Completed writings that employees need for daily work, are stored in the Registry of the glove compartment by individual years. Writings should be placed in the hallways.
2. The taking away of the writings of the headquarters premises is permitted only in exceptional cases with the consent of the senior staff.
3. Rather it must be handled carefully to avoid bursting the, crease and non-dirting. Voluminous writings shall be marked with tape or wrap, or as required to perform numbering, and stapled sheets.
4. If the loss of the file must be a competent worker immediately report to his superior, who will decide on its eventual reconstruction.
5. Each division or merge the file, if necessary. exemption attachments should be indicated on the documents and the report.
6. When the redeployment (other departments, leaving the company) submits the transferring employee files his successor protocol through senior department head. When changing the head of the department is to transfer files through the Director or the authorized person.
7. Command to save the file in the archives of the relevant employee can sign identifying and discarding period according to “Scheme of.”.

Filing:

1. Completed files older than three years, along with the relevant reports, duly completed, the relevant department is obliged to hand over to the reception area to ensure the imposition of files in the archive. Handover list, drawn up in duplicate, contains the year, number, character and disposition retention period.
2. The relevant organizational unit of the company responsible for the completeness of files handed to the store in the archive, for placing shredding characters record keeping limits on the writings and the internal organization of bundles (packages). Authorized employee reception before the actual takeover documents can make sure that the status of documents and organizing them effectively with the stipulations on the transfer list (random method). Takeover unstructured documents, unmarked, respectively. in the handover list of uncontracted, will be rejected.
3. The reception will check marking the files shredding features a transfer list, mark the header files in them numbers, freed from the staples, plastic packaging, metal parts (binders) and is arranged in bundles (packages).
4. Any irregularities or defects in the writings must be removed before submitting files in the archive, the store does not accept the case without those requirements.
5. Reception confirm the transfer list and a copy returned to responsible employees. Transmission of files and stored in the archive notes to the list of files stored in the archive. Copies of the confirmed transfer list saved as an attachment.
6. The registry kept receptions with writings ranks according to the company’s organizational structure.

5 DOCUMENT DESTRCUTION REGULATIONS

Principles shredding:

1. decommissioning of documents (shredding) means the assessment and selection of documents that are no longer needed for the company’s operations, and decides whether the documents are:
a. significant in terms of economic, historical or cultural, and whether they are relevant to the operation of the company, provide information about its development, subject matter and lives of workers (part of the permanent archive for safekeeping) or
b. negligible and as such may be destroyed.
2. Discarding management is performed periodically at predetermined times shredding.
3. The appraisal process are all the documents that are past the retention period and are not needed for other activities.
4. Without proper appraisal process must not be employees, senior management or the reception alone records material to remove or destroy. For shredding the deadlines set out in the appraisal index, which contains a list of documents stating the retention periods.

Retention period:

The retention period is the period of quotations by the number of years that is required documents from their inception to preserve the original layout due to operational needs. Retention period is determined by:

• legislation that sets specific deadlines for the validity of various liabilities, rights and obligations,
• a larger number of types of documents practical necessity, in the interests of the company, business partners and the like.

In the case of documents pursuant to para. (1)), it is possible to specify a time exclusion in advance (accounting documents, economic contracts), the group documents according to para. (1) b) may decide to carry out destruction after taking into account the facts with which it is functionally linked to relevant material.

The retention period is usually set to 1, 2, 3, 5, 10 years, and exceptionally also a larger number of years.
Beginning and end of the period record keeping:

Record keeping period begins on 1 January of the following calendar year after the settlement document, the deadline expires on January 1 of the calendar year plus record keeping deadline for the year when the period began.

Retention sign:

1. Shredding character expresses the documentary value of different types of documents or factually organized groups, determines their storage time and the way it has with them loaded after a record keeping period.
2. Basic knockout features are:

a. “A” (archives) without labelling or marking record keeping period. Marked documents will be transferred to the archives.
b. “V” (selection) is always a deadline date. Documents marked after the deadline again expertly assess, taking a decision which shall be transmitted to the archive, which is shredded (including changes to the knockout letter A or S).
c. “S” (shredding), with or without indicating record keeping period. After the appraisal process (after record keeping deadline) will be made after the tour marked documents shredded.

Retention Management:

Shredding must be prepared according to the company’s organizational structure in cooperation with the managers of individual organizational units. Chose the right document to shredding should be instructed staff who are able to properly assess the written material. Basic accounting tool in the registry becomes properly processed handover protocols that replace the retention proposals. Shredding authorized employee performs reception with a professional organizational unit, whose writings are discarded. Authorized employee reception coordinates and manages the entire shredding process.

The retention management company takes place in the calendar year following the expiry of the retention period of the document. Shredding process may be in agreement with the archives made later if the originator of documents needed to further their own business.

Responsibility for proper shredding of documents, individual departments have their senior management that:

• is responsible for the correct labelling of files, shredding signs and deadlines
• organize a timely and responsible handover of documents reception
• professionally and responsibly assess the relevant documents, especially the character “V”, which are subject to the appraisal process.

An authorized employee reception liable for the proper performance of the entire shredding, especially for preparing the registration documents on the documents, within the deadline.
Retention log includes the date consideration the managers of the organizational department and his signature. After the signing of the Protocol becomes part of the file shredding on shredding discussed.

Version shredding verify:

• authorized employee reception,
• a senior employee or employee authorized by the appropriate organizational unit responsible for the destruction of files, the department; in the case of destruction of book keeping senior employee of the accounting department.

During the reorganization or liquidation of the organizational unit care must be taken to avoid losses and destruction of documents. For proper disposal of documents liquidated organizational unit responsible department, which assumed its agenda, or the liquidator.

Retention Index:

Retention Index is a list of types of documents generated and handled by in connection with the activities of the company stating retention characteristics and deadlines.
Standard, the company performs archiving and shredding of documents or records under “TC shredding Index”, which is available at the reception in book form or in electronic form.

The retention index is organized by the organizational structure of departments. Sets out the scope of documents transmitted from hand-filing organizational units to the reception and archive. Organizational department, under whose authority has changed kinds of requests to and stored documents must ensure that the designation of that change in the appraisal index.

When discarding documents apply these principles binding force retention periods:

• shredding documents marked “A” character can be saved to an archive before expiry of the retention periods,
• shredding documents indicated by the symbol “S” is not included in the appraisal process before the expiration of retention periods,
• unless the appraisal index some documents specified retention period, it means that the document is passed into the archive (“A”) or before the destruction (“S”) immediately after it becomes unnecessary for the other activities of the company,
• if they are within a material group (eg. the balance, projects, news) centralized shredding documents with different deadlines, identifies the document with the longest retention period for execution during the entire set.

In the event that the document marked a retention character “A” (archival) is not preserved, it must be for archival purposes replace the document or documents usually labelled within the appraisal index character “S” or “V”, for example. In these cases:

• documents and annual recurring documents, such as. reports, schedules, summaries, statistics, reports, etc., may be replaced by a partial correspondence, drawn up for shorter periods, eg. monthly, quarterly, semi-etc.,
• original documents can be replaced by their copies, transcripts, images, concepts, etc.
  Samples are retained from documents:
• documentary value, collectively and periodically occurring whose content is essentially still the same (eg. job descriptions and functions, operating and production regulations, etc.)
• non-documentary value, which can be a valuable historical record (ie. personal writings, guestbook, prototypes and product designs, etc.).

The remaining documents were chosen from samples, shall be treated as a document of “S” retention period specified in the appraisal register.

The decommissioning and destruction of stamps containing the name of the company or its organizational unit, can be performed after completion of two legible stamp on hard (eg. The drawing) paper. Below the fingerprints shall state the exact copy of the text of the stamp, the time range of its use (force) and date of issue of the impression. The stamps are transmitted for permanent storage in the archive.

6 ARCHIVING AND DESTRUCTION PROVIDED BY EXTRNAL COMPANY

Conditions of delegation:

The Company may decide to archive and destruction in accordance with § 17 to 23 of this regulation will be implemented through external companies who are authorized to do business in the field of archiving (hereinafter referred to as external company). Performance of this activity in this case is performed under a contract with an external company.

(In the event that the archiving and destruction carried out by an external firm, the provisions of this regulation on archiving and destruction reasonably fact that this activity is provided as a service by an external company. The relevant provisions of the contract with an external company if they are in accordance with the law, take precedence over the provisions of the internal regulation.

7 ACCESS TO DOCUMENTS

Inspection of files:

The archives tend to seek out and lend is only authorized employees of the sales department. When lending the files from the archive and when access to them to adhere to the following rules:

• lending writings of keeping records, the applicant shall indicate precisely what documents (number)
• lending limit file is max. 30 days in the case of long-term needs, it is necessary to ask for an extension,
• an employee who borrowed a file, it is obliged to hand over the original full state (the number of attachments, not write notes etc.).
• obligations authorized employee is to ensure the integrity of the returned file, and keep records of persons who have been allowed access to the documents in the archive.

The employees may in connection with performing the job to inspect without limitation to document its organizational structure. If the employee needs to access the documents of another organizational unit, it is subject to approval by the appropriate executive.

The decommissioning, archiving and shredding are governed by special regulations. Without the approval of the archival commission must be no records material destroyed or handed over to collecting raw materials. Decommissioning and destruction is done once a year after the systematic selection and assessment documents on which underwent established retention period. Imposition is performed by shredding characters.

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