Document Code: NeftalyP323
Approved By: Chief Executive Officer (CEO)
Date Approved: 30 October 2025
Review Date: 29 November 2026
Policy Owner: Neftaly Chief Human Human Capital, NeftalyCHCR
NeftalyP323-1 Policy Statement
NeftalyP323-1-1 Neftaly is dedicated to maintaining efficient, transparent, and compliant communication channels across all departments. The Notification Management Policy (NeftalyP323) provides a structured approach to creating, distributing, tracking, and documenting notifications that inform stakeholders, Royals, Officers, and Human Capital about organizational updates, actions, or requirements.
NeftalyP323-1-2 This policy supports Neftaly’s commitment to effective communication, operational accountability, and real-time information flow to ensure smooth coordination within the Neftaly Human Capital ecosystem.
NeftalyP323-2 Purpose
NeftalyP323-2-1 The purpose of this policy is to:
- NeftalyP323-2-1-1 Standardize the process of issuing and managing notifications.
- NeftalyP323-2-1-2 Ensure that all internal and external notifications are accurate, timely, and properly documented.
- NeftalyP323-2-1-3 Promote accountability in the issuance and acknowledgment of notifications.
- NeftalyP323-2-1-4 Enhance Neftaly’s information governance and compliance framework.
NeftalyP323-3 Scope
NeftalyP323-3-1 This policy applies to:
- NeftalyP323-3-1-1 All Neftaly Royals, Deputy Chiefs, Officers, and Human Capital.
- NeftalyP323-3-1-2 All official Neftaly notifications, including administrative, compliance, system, and HR-related alerts.
- NeftalyP323-3-1-3 Notifications distributed through Neftaly-approved channels (e.g., Neftaly App, Portal, Email System, or SMS platform).
NeftalyP323-4 Definitions
- NeftalyP323-4-1 Notification: A formal electronic or physical message distributed to inform specific recipients about an event, change, or required action.
- NeftalyP323-4-2 Notification Issuer: The authorized person responsible for creating and sending a notification.
- NeftalyP323-4-3 Acknowledgement: A confirmation by the recipient that they have received and understood the notification.
- NeftalyP323-4-4 Notification System: The official digital system or platform used by Neftaly to send and log notifications.
- NeftalyP323-4-5 Urgent Notification: A message that requires immediate attention and action from recipients.
NeftalyP323-5 Guiding Principles
- NeftalyP323-5-1 Accuracy: Notifications must be factual, verified, and approved prior to release.
- NeftalyP323-5-2 Timeliness: Notifications should be sent promptly to ensure operational effectiveness.
- NeftalyP323-5-3 Accountability: Issuers and recipients are accountable for compliance with notification procedures.
- NeftalyP323-5-4 Confidentiality: Sensitive notifications must adhere to NeftalyP108 (Confidentiality Management Policy).
- NeftalyP323-5-5 Traceability: Every notification must be logged, tracked, and archived for reference and audits.
NeftalyP323-6 Roles and Responsibilities
| Role | Responsibilities |
|---|---|
| Chief Executive Officer (CEO) | Approves strategic or organizational-level notifications. |
| Chief Human Capital Officer (CHCO) | Oversees notification systems, templates, and compliance. |
| Royal Directors | Review and authorize departmental notifications. |
| Deputy Chiefs | Support notification delivery and ensure recipient compliance. |
| Officers | Draft, send, and record notifications following approval. |
| Human Capital | Receive, acknowledge, and act upon notifications as instructed. |
| Governance Office | Maintain notification archives, registers, and compliance records. |
NeftalyP323-7 Procedures
NeftalyP323-7-1 Notification Creation and Approval
- NeftalyP323-7-1-1 The issuer drafts the notification using the Notification Template (NeftalyF323-01).
- NeftalyP323-7-1-2 The notification must include the reference code, subject, message content, sender details, and expected action.
- NeftalyP323-7-1-3 The draft is submitted for review to the Royal Director or CHCO.
- NeftalyP323-7-1-4 Notifications with legal, compliance, or corporate implications require CEO approval.
NeftalyP323-7-2 Notification Distribution
- NeftalyP323-7-2-1 Approved notifications are distributed through authorized channels:
- Neftaly Email System
- Neftaly App or Portal Push Notifications
- SMS or Instant Message Alerts (where applicable)
- NeftalyP323-7-2-2 Notifications must be assigned a reference number (e.g., NeftalyN323-####).
- NeftalyP323-7-2-3 Distribution logs are recorded in the Notification Register (NeftalyD323-01).
NeftalyP323-7-3 Acknowledgment and Response
- NeftalyP323-7-3-1 Recipients must acknowledge receipt of notifications within 48 hours (using Notification Acknowledgment Form – NeftalyF323-02).
- NeftalyP323-7-3-2 Notifications requiring specific actions must be completed within the stated timeline.
- NeftalyP323-7-3-3 Failure to acknowledge or act may lead to follow-up or disciplinary measures as per NeftalyP092 (Code Management Policy).
NeftalyP323-7-4 Archiving and Recordkeeping
- NeftalyP323-7-4-1 All notifications must be stored digitally in the Notification Archive (NeftalyD323-02).
- NeftalyP323-7-4-2 Records must include the notification content, date, issuer, recipients, and acknowledgment status.
- NeftalyP323-7-4-3 Retention period: minimum of five (5) years from issuance.
NeftalyP323-7-5 Urgent or System Notifications
- NeftalyP323-7-5-1 For urgent matters, notifications may be sent immediately via priority channels (SMS, app push, or instant message).
- NeftalyP323-7-5-2 A written confirmation must follow within 24 hours.
- NeftalyP323-7-5-3 The Urgent Notification Template (NeftalyF323-03) must be used.
NeftalyP323-8 Processes
| Stage | Action | Responsible Party | Output |
|---|---|---|---|
| Drafting | Create notification using template | Officer / Royal Director | Draft Notification |
| Approval | Review and authorize notification | CHCO / CEO | Approved Notification |
| Distribution | Send notification through approved channels | Governance Office / Officer | Distributed Notification |
| Acknowledgment | Confirm receipt and understanding | Human Capital | Acknowledgment Record |
| Archiving | Store notification and logs | Governance Office | Notification Archive |
NeftalyP323-9 Templates, Documents, and Forms
| Code | Document Name | Purpose |
|---|---|---|
| NeftalyF323-01 | Notification Template | Standard form for creating official notifications. |
| NeftalyF323-02 | Notification Acknowledgment Form | Used to confirm receipt of notifications. |
| NeftalyF323-03 | Urgent Notification Template | For time-sensitive notifications. |
| NeftalyD323-01 | Notification Register | Tracks all notifications issued and acknowledged. |
| NeftalyD323-02 | Notification Archive | Digital record of all notifications for auditing and reference. |
NeftalyP323-10 Compliance
- NeftalyP323-10-1 All Royals, Officers, and Human Capital must comply with this policy.
- NeftalyP323-10-2 Unauthorized issuance or modification of notifications is a disciplinary offense.
- NeftalyP323-10-3 All notification data must comply with NeftalyP137 (Data Management Policy) and Neftaly information security standards.
NeftalyP323-11 Monitoring and Review
NeftalyP323-11-1 The CHCO and Governance Office will review this policy annually. Updates must be approved by the CEO to ensure ongoing alignment with Neftaly’s strategic communication and Human Capital management frameworks.
NeftalyP323-12 Approval
Policy Owner:
Neftaly Chief Human Capital Officer (CHCO)
Approved By:
Neftaly Malatjie
Chief Executive Officer