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Neftaly Human Capital Filing Management Policy, Procedures, Processes, Templates, Documents and Forms NeftalyP204

Document Code: NeftalyP204
Approved By: Neftaly Malatjie, Chief Executive Officer
Date Approved: 28 November 2025
Next Review Date: 28 November 2026
Neftaly Policy Owner: Neftaly Chief Operations Officer (NeftalyCOR)

NeftalyP204-1: Neftaly CEO Neftaly Malatjie Speech on the Purpose and Rationale for Launching the Neftaly Filing Management Policy

To the Chairperson of Neftaly, all Neftaly Royal Committee, all Neftaly Royal Chiefs and all Neftaly Human Capital,

Kgotso a ebe le lena.

Today, I am honoured to introduce the Neftaly Human Capital Filing Management Policy (NeftalyP204).
This policy ensures that Neftaly maintains a world-class information governance environment, protecting the integrity, security, and accessibility of all Neftaly records.

Neftaly continues to grow rapidly across programmes, departments, partnerships, and regions. With this growth comes vast amounts of valuable documents — financial records, contracts, training files, HR files, project records, compliance documents, learning materials, and more.
Proper filing is not just administration; it is a critical foundation for transparency, accountability, organisational memory, and legal compliance.

This policy ensures that every Neftaly document is correctly created, stored, accessed, archived, protected, and disposed of. It standardises our filing system across all Neftaly Royal Committees, divisions, academies, and projects.

Through this policy, we preserve the history of Neftaly, protect our information assets, and strengthen operational excellence.

My message shall end here.

Neftaly Malatjie | CEO | Neftaly

NeftalyP204-2: Neftaly Scope

This Neftaly Filing Management Policy applies to:

  • All Neftaly departments, committees, business units, academies, and projects.
  • All digital and physical documents generated, received, processed, or stored by Neftaly.
  • All Neftaly personnel responsible for creating, handling, storing, sharing, or archiving information.
  • All document types including financial, HR, programme, compliance, monitoring, legal, procurement, research, training, IT, marketing, and external partner documents.

NeftalyP204-3: Neftaly Definitions

  • Neftaly Filing System: The standard method for organising and storing Neftaly documents.
  • Neftaly Document Owner: The individual responsible for accuracy, updating, and filing a document.
  • Neftaly Archive: Long-term storage area (digital or physical) for inactive Neftaly documents.
  • Neftaly Confidential Record: Any sensitive information restricted according to Neftaly policies.
  • Neftaly File Code: Unique identification for each document category.
  • Neftaly Master File: The official version of a document stored in the designated system.

NeftalyP204-4: Neftaly Objectives

  1. To implement a uniform filing management framework across all Neftaly units.
  2. To protect Neftaly information from loss, damage, unauthorised access, or misuse.
  3. To ensure timely retrieval of any Neftaly document.
  4. To comply with legal, financial, governance, and organisational requirements.
  5. To maintain historical records of Neftaly operations, services, and achievements.
  6. To define clear procedures for filing, archiving, backing up, and disposing of documents.

NeftalyP204-5: Neftaly Roles and Responsibilities

Neftaly Chief Executive Officer (NeftalyCER)

  • Provides final oversight on records management.

Neftaly Chief Operations Officer (NeftalyCOR)

  • Policy owner responsible for implementation and compliance.

Neftaly Records and Filing Administrator

  • Maintains filing systems, archives, indexes, and access logs.

Neftaly ICT Unit

  • Manages digital storage, cloud systems, backups, and access control.

Neftaly Departmental Managers

  • Ensure all staff adhere to filing protocols.

Neftaly Human Capital

  • Responsible for correctly filing their documents using Neftaly templates.

NeftalyP204-6: Neftaly Procedures

NeftalyP204-6-1: Document Creation and Classification

  1. All Neftaly documents must use approved templates.
  2. Document creators classify files using Neftaly File Codes (e.g., HR, FIN, ADM).
  3. Each document must include version number, date, and author.

NeftalyP204-6-2: Digital Filing Procedure

  • NeftalyP204-6-2-1 Upload the Neftaly document to the designated Neftaly cloud folder.
  • NeftalyP204-6-2-2 Save in correct Neftaly Royal and sub-folder.
  • NeftalyP204-6-2-3 Set access permissions based on confidentiality.
  • NeftalyP204-6-2-4 Enter file details into the Neftaly Digital Filing Register.
  • NeftalyP204-6-2-5 Neftaly Programmes and Meetings Attendance Registers must be saved on the Neftaly Chief Development Officer Neftaly Attendance Register Folder as YYYYMMDD [Programme Name/Meeting Name]
  • NeftalyP204-6-2-6 Neftaly Client Files CVs including Application Documents must be saved on Neftaly Chief Development Officer Neftaly Human Capital CVs Folder as ‘Name Surname [CV/ID/drivers Licence/Qualification Name/Licence Name]
  • NeftalyP204-6-2-7 All Neftaly Students Certificates must be saved on the folder as Name Surname Neftaly [Qualification Name] no subfolders
  • NeftalyP204-6-2-8 Neftaly Chief Development Officer shall store all CVs, ID, Bank Confirmation Letters, Licenses, Qualifications and all Neftaly Kingdom Human Capital Files

NeftalyP204-6-3: Physical Filing Procedure

  1. Label file clearly using Neftaly file labels.
  2. Store in correct filing cabinet or archive room.
  3. Maintain a physical filing index for retrieval.

NeftalyP204-6-4: Archiving Procedure

  1. Move inactive files to Neftaly Archive after 12 months.
  2. Digitise physical files where possible.
  3. Update archive register.

NeftalyP204-6-5: Access and Retrieval

  1. Only authorised staff may access confidential files.
  2. Retrievals must be signed out in the Filing Register.
  3. All files must be returned within 48 hours.

NeftalyP204-6-6: Backup and Data Protection

  1. ICT performs weekly backups of all digital filing systems.
  2. Sensitive files must comply with POPIA and Neftaly Privacy Policy.
  3. Lost files must be reported immediately.

NeftalyP204-6-7: Document Disposal

  1. Expired documents follow Neftaly Disposal Schedule (e.g., 5–7 years).
  2. Confidential files destroyed via shredding or secure digital deletion.
  3. Disposal logged in Neftaly File Destruction Register.

NeftalyP204-7: Neftaly Templates, Documents and Forms

(Initial list — full 2000-item list can be generated when required.)

  1. NeftalyT204-01 – File Code List
  2. NeftalyT204-02 – File Naming Convention Guide
  3. NeftalyT204-03 – Filing Register
  4. NeftalyT204-04 – Archive Register
  5. NeftalyT204-05 – File Retrieval Form
  6. NeftalyT204-06 – File Destruction Authorisation Form
  7. NeftalyT204-07 – File Destruction Register
  8. NeftalyT204-08 – Document Version Control Form
  9. NeftalyT204-09 – Confidential File Access Request
  10. NeftalyT204-10 – Digital Filing Structure Template

NeftalyP204-8: Neftaly Compliance

All staff must comply with:

  • Neftaly Filing Management Policy
  • Neftaly ICT Policy
  • Neftaly Confidentiality and POPIA requirements
  • Neftaly Record Keeping Laws and External Regulations

Failure to comply may result in:

  • Disciplinary action
  • Loss of access rights
  • Financial or legal penalties

NeftalyP204-9: Neftaly Frequently Asked Questions (FAQs)

  1. Who is responsible for filing documents at Neftaly?
  2. What happens if I save a document in the wrong folder?
  3. How are confidential files protected?
  4. Can I access files from a different Neftaly department?
  5. Who approves the destruction of documents?
  6. Are physical files still required if documents are digitised?
  7. Can files be stored on personal laptops?
  8. How long are documents kept before disposal?
  9. What should I do if a file goes missing?
  10. How often are digital systems backed up?