Purpose
Sound records are what make a certificate auditable after the fact. This policy sets out the records HCC and certified operators must keep, how long they are retained, and how they are controlled and protected.
Scope
This policy applies to records held by HCC in the course of assessment and certification, and to the records certified operators are required to maintain to support their certification.
Record retention requirements
Certification records — including audit files, supplier and ingredient Halal certificates, production and traceability logs, and personnel training records — must be retained for a minimum of five (5) years, so that the basis for any certificate can be reconstructed and verified.
Where a scheme, a contract, or applicable law requires a longer retention period, the longer period applies.
Types of records covered
Covered records include applications and supporting documentation, audit plans and reports, non-conformity and corrective-action records, certification decisions, certificate and scope records, surveillance findings, change and product-addition reviews, complaints and appeals, and the supplier evidence on which Halal status depends.
Documentation control
Controlled documents — scheme criteria, procedures, templates, and guidance — are version-managed so that personnel always work from the current, approved version. Superseded versions are withdrawn from use and retained only for reference and audit history.
Storage & protection of records
Records are stored securely, whether physical or electronic, and protected against loss, unauthorised alteration, and tampering. HCC favours secure electronic records with appropriate backup, consistent with its confidentiality obligations.
Access to records
Access to records is restricted to authorised personnel with a legitimate need, in line with the Confidentiality, Data Protection & Privacy Policy. Confidential client information is shared beyond HCC only as that policy permits.
Disposal of records
Once a retention period lapses and there is no continuing need or legal duty to keep a record, it is disposed of securely so that confidential and personal information cannot be recovered.
Review & updates
This policy is reviewed at least annually and whenever record-keeping obligations change. Questions may be sent to HCC at info@halalcc.org.
Questions about this policy?
Our team can clarify any point or direct your question to the right people at HCC.