DOCUMENT RETENTION POLICY

1. Introduction

This Document Retention and Destruction Policy outlines the guidelines and responsibilities of all employees, contractors, and volunteers of Mimosa Music Services to comprehend and follow with respect to the retention and disposal of all documents, both physical and electronic. This policy is designed to ensure the systematic review, retention, and destruction of documents initiated or received during the course of business. It additionally ensures adherence to duties under pertinent laws and regulations.

2. Purpose

This policy aims: (a) To ensure necessary records and documents are adequately protected and maintained. (b) To ensure unneeded records or those of no value are discarded at the appropriate timeframe. (c) To comply with statutory standards governing record retention.

3. Scope

(a) This policy is relevant to all employees, volunteers, board members and contractors of the Mimosa Music Services. (b) This policy applies to all forms of documents and records, including but not limited to: hardcopies (printed papers), electronic files (emails, databases, spreadsheets, word processing files), documents stored on portable devices (USB drives, CDs), photographs, and any other formats that contain information pertaining to business operations.

4. Responsibilities

The Document Control Officer (DCO) is responsible overseeing the day-to-day adherence to this policy, and for monitoring the document database to identify documents that may be deleted. The DCO can be contacted at james@darcysoftware.com.au.

Every individual part of Mimosa Music Services is expected to understand and follow this policy.

5.Document Retention

(a) Mimosa Music Services follows the document retention periods listed below. (i) Administrative and secretarial documents (including minutes, agendas and resolutions): 7 (ii) Employment records: 7 years following termination. (iii) (iv) (v) (vi) (vii) (viii) (ix) Financial records: 7 Legal and contractual documents: years after expiration or termination. Licences: Permanent. Payroll records: 7 Property records: Permanent. Tax records: 7 Miscellaneous: As per case-by-case directions from the DCO. These periods are a minimum. They may be kept for longer at the discretion of Mimosa Music Services, subject to clause 7. (b) These retention periods are subject to change due to legislative modifications, audit requirements or contractual obligations.

6. Electronic Documents

The same policies apply to all electronic documents including emails and other electronic information stored. All other of Mimosa Music Services's documents related to electronic communications must be adhered to alongside this policy, including (where applicable), but not exclusively: ● Acceptable Use Policy. ● Bring Your Own Device Policy. ● Confidentiality Policy. ● Information Security/Cybersecurity Policy. ● Working From Home Policy.

7. Storage and Management

All documents must be stored in a secure and accessible manner as outlined by the DCO. Digital data should be saved on Mimosa Music Services's secure servers and backed up regularly. Hard copy records must be kept in secure, locked filing cabinets. Any documents containing sensitive or confidential information should have restricted access.

8. Document Destruction and De-identification

(a) Documents and records should only be retained for as long as they serve a commercial, operational, legal, financial, or historical value to Mimosa Music Services. After the expiration of a document's lifecycle, it should be properly disposed of unless a legal exception applies. (b) Documents identified for disposal should be discarded through methods such as shredding or pulping that prevent the information from being read or reconstructed. (c) If a document contains data identifying individuals and: (i) the identification of the individual no longer serves a purpose relating to Mimosa Music Services’s provision or marketing of its products and services; and (ii) other aspects of the data may continue to be useful to Mimosa Music Services, The documents must be de-identified. De-identification is defined in the Australian Privacy Principles as “removing or altering information that identifies an individual or is reasonably likely to enable their identification”. The DCO will advise on a procedure for de-identification on a case-by-case basis.

9. Suspension of Document Destruction

(a) Where: (i) there is reasonable indication of an official investigation of Mimosa Music Services or any of its officers or employees; (ii) legal action against Mimosa Music Services or any of its officers or employees has commenced or appears imminent; or (iii) circumstances arise that make it reasonably likely that the cases outlined in sections 9(a)(i) or 9(a)(ii) will take place in the future, all document destruction will be suspended promptly. (b) The DCO will then evaluate which documents may be relevant to the actual or potential investigation or claim, and segregate those documents from other documents. (c) Destruction and de-identification of all other documents may resume once the DCO has carried out the procedure outlined in section 9(b). (d) Destruction of the documents segregated under section 9(b) will be reinstated upon conclusion of the investigation or legal action.

10. Compliance and Consequences of Non-Compliance

Failure to comply with this policy is taken seriously by Mimosa Music Services and can lead to disciplinary actions, up to and including termination of employment. All employees, contractors and volunteers are expected to comply with this policy and immediately notify the DCO of any documents mistakenly left out, or where suspicion arises of cases of non-compliance.

11. Policy Review

This policy will be periodically updated to ensure it remains relevant and continues to meet both legislative requirements and the needs of Mimosa Music Services.

12. Contact

If you have any queries relating to this policy or document retention and destruction procedures generally, please the DCO.