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Outsourced Functions Register

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7.11 Record Keeping

The company has structured and robust records management procedures in place to log all services, transactions and relevant requirements as laid out in SYSC 9.1 and COBS 9.5 of the FCA Handbook.

Records are kept for the regulatory, contractual or legal retention period and are used, managed and stored in accordance with regulatory and business requirements in addition to the requirements defined by the Information Commissioners Office (ICO) under the Data Protection laws and its principles.

The company keeps records for operational, regulatory and audit purposes and is committed to fair, transparent and ethical business practices in relation to recording its information, services and transactions. We have a procedural waste destruction policy and procedures which define how our records are disposed of, both in hard copy and electronic formats and we retain evidence of any such destruction in accordance with the legal and regulatory requirements.

7.11.1 Guidance on Record Keeping

The company confirms that it complies with the regulatory rules and guidance provided on record keeping and in particular that we: –

  • can produce all required records in the English language and on paper
  • if any retained record of a communication that was not in the English language is required, we will retain such communication in the format and language that it was originally obtained in – however, we have provisions in place to provide any such record in a translated format to the English language on request
  • have procedures and controls in place regarding the adequacy of, access to and security of any retained records, in accordance with the regulatory and statutory obligations.

7.11.2 Meeting Minutes Template

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