The Audit Retention Policy serves as a crucial governance document for organizations operating in Pakistan, establishing standardized procedures for maintaining and managing audit-related records in accordance with local laws and regulations. This policy becomes necessary due to various legislative requirements, including the Companies Act 2017, Income Tax Ordinance 2001, and Anti-Money Laundering Act 2010, which mandate specific retention periods for different types of business and financial records. The policy provides comprehensive guidelines on how long different types of audit documents should be retained, how they should be stored and protected, and when and how they can be disposed of. It ensures that organizations maintain proper documentation for regulatory compliance, audit trails, and business continuity purposes while managing storage costs and operational efficiency.
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1. Purpose and Scope: Defines the objective of the policy and its application across the organization
2. Legal Framework and Compliance: References to relevant Pakistani laws and regulations that govern document retention
3. Definitions: Key terms used throughout the policy including types of records, retention periods, and technical terminology
4. Roles and Responsibilities: Defines responsibilities of different stakeholders including management, audit committee, and employees
5. Record Classification: Categorization of different types of records and their importance
6. Retention Periods: Specific retention timeframes for different categories of documents
7. Storage and Security: Requirements for secure storage of both physical and electronic records
8. Access Control: Procedures for accessing archived records and authorization levels
9. Disposal Procedures: Methods and procedures for secure disposal of records after retention period
10. Policy Compliance and Monitoring: Procedures for ensuring compliance with the policy and regular monitoring
1. Electronic Records Management: Detailed procedures for managing digital records - include if organization has significant digital records
2. Business Unit Specific Requirements: Special retention requirements for specific departments - include for large organizations with diverse operations
3. International Operations Compliance: Additional requirements for international operations - include if company operates across multiple jurisdictions
4. Disaster Recovery Procedures: Procedures for protecting and recovering records in case of disasters - include if risk assessment demands
5. Third-Party Auditor Access: Procedures for external auditor access - include if regular external audits are conducted
1. Schedule A - Retention Periods Matrix: Detailed matrix of document types and their specific retention periods
2. Schedule B - Document Classification Guide: Guide for classifying documents into different retention categories
3. Schedule C - Disposal Methods: Approved methods for disposing different types of records
4. Appendix 1 - Record Storage Locations: List of approved storage locations and facilities
5. Appendix 2 - Authorization Forms: Standard forms for requesting access to archived records
6. Appendix 3 - Compliance Checklist: Checklist for periodic compliance review of retention practices
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