7. Records and Records-Retention Policy

7.1 Purpose

To ensure that records generated or received while operating the FWS Program is created, controlled, protected, retrievable, retained and disposed of in a manner that:

7.1.1 Process Requirements

Demonstrates that certification-process requirements have been effectively fulfilled.

7.1.2 Control Expectations

Meets the control-of-records expectations.

7.1.3 SJRWMD Compliance

Satisfies SJRWMD requirements.

7.2 Scope

This policy applies to:

7.2.1 SJRWMD

St. Johns River Water Management District.

7.2.2 FWS Program Administrator

FWS Program Administrator authorized by SJRWMD that issues FWS Certificate of Conformity.

7.2.3 Inspection Companies

Inspection Companies performing site or document reviews.

7.2.4 FWS Program Participants

FWS Program participants (Applicants, builders, verifiers, auditors, appeal-panel members).

7.3 Definitions

7.3.1 Record Definition

Record – any information, regardless of medium, that evidence activities related to the FWS Program (applications, evaluations, inspection photos, review notes, FWS Certificate of Conformity, surveillance data, complaints, appeals, training and competence records, internal-audit reports, management-review minutes, etc.).

7.4 Control of Records

The Inspection Companies shall maintain procedures that address FWS Program Records, at minimum:

7.4.1 Identification and Labelling

Unique record ID, project number, date, responsible person.

7.4.2 Storage and Protection

Primary: Secure cloud repository, environmental controls prevent deterioration of physical documents, photographic or video media.

7.4.3 Access and Confidentiality

Role-based access; public-record requests handled by SJRWMD; any transfer of records preserves confidentiality.

7.4.4 Retrieval and Traceability

Records indexed and searchable by FWS Certificate of Conformity number, property address, or Applicant name.

7.4.5 Revision Control

Superseded or amended records clearly marked “Obsolete – retain for reference only”.

7.4.6 Backup and Disaster Recovery

Secure, redundant, and incremental backup processes shall be maintained to ensure data integrity.

7.4.7 Disposition

At the end of the retention period, records are securely shredded (paper) or cryptographically wiped (electronic).