Documents Preservation & Archival Policy
Konark Finserv —
Documents Preservation & Archival Policy
Konark Finserv recognizes the importance of systematic preservation, maintenance, retrieval, and disposal of business records and documents. This Documents Preservation & Archival Policy establishes the framework for secure record management to ensure operational continuity, legal compliance, data integrity, and protection of sensitive information.
The policy applies to all physical and electronic records generated, maintained, processed, or archived by Konark Finserv in connection with its business operations, regulatory obligations, and customer interactions.
1. Objectives of the Policy
Regulatory Compliance
Ensure preservation of records as required under applicable laws and RBI regulations.
Operational Continuity
Maintain reliable access to critical business records whenever required.
Information Security
Protect sensitive customer and corporate information from unauthorized access or loss.
2. Scope of the Policy
This policy applies to all categories of records and documents maintained by Konark Finserv, including but not limited to:
- Customer KYC and onboarding documents
- Loan applications and agreements
- Financial and accounting records
- Regulatory filings and compliance records
- Board meeting documents and corporate records
- Employee and HR records
- Digital communications and transaction logs
- Audit reports and operational reports
3. Record Classification
Records may be classified based on their nature, sensitivity, and retention requirements.
Operational Records
Day-to-day business and transaction documents.
Confidential Records
Sensitive customer, financial, or employee data.
Permanent Records
Statutory and corporate governance records requiring long-term preservation.
4. Preservation & Retention Period
Documents and records shall be preserved for periods specified under applicable laws, regulations, or internal operational requirements.
- Statutory records retained as per legal timelines
- Customer and transaction records preserved securely
- Electronic backups maintained periodically
- Retention periods reviewed based on regulatory updates
5. Digital Archival Framework
Konark Finserv may maintain records in secure digital environments to improve accessibility, continuity, and operational efficiency.
Data Collection
Secure creation and storage of records.
Classification
Segregation based on sensitivity and retention.
Archival Storage
Secure backup and encrypted preservation.
Controlled Access
Retrieval permitted only to authorized personnel.
6. Access Control & Confidentiality
Access to records and archived documents shall be restricted based on business necessity and authorization levels.
- Role-based access permissions
- Confidential handling of customer information
- Secure storage and retrieval procedures
- Monitoring of record access activities
7. Data Security & Protection Measures
Konark Finserv implements technical and organizational safeguards to protect preserved records from unauthorized access, damage, alteration, or loss.
Encryption
Sensitive digital records are protected through secure encryption mechanisms.
Backup Systems
Periodic backup processes help ensure business continuity.
Access Monitoring
Access and modifications may be logged and monitored.
8. Disposal & Destruction of Records
Records that have completed their retention period may be securely disposed of in accordance with internal procedures and legal requirements.
- Secure shredding of physical documents
- Permanent deletion of digital records
- Controlled disposal authorization process
- Disposal logs and audit records maintained
9. Regulatory & Legal Hold Requirements
Records related to investigations, disputes, litigation, audits, or regulatory proceedings shall not be destroyed until closure and authorization from relevant departments.
- Litigation hold procedures
- Regulatory preservation obligations
- Audit and investigation support
10. Roles & Responsibilities
Employees and authorized personnel are responsible for ensuring proper handling and preservation of records.
- Compliance oversight and monitoring
- Secure handling of customer information
- Periodic review of archival practices
- Timely implementation of regulatory changes
11. Policy Review & Amendments
This Documents Preservation & Archival Policy shall be periodically reviewed and updated in line with:
- Changes in legal and regulatory requirements
- Technology and cybersecurity developments
- Operational and compliance requirements
- Internal audit observations and recommendations
Preserving Information with Security & Accountability
Konark Finserv remains committed to maintaining reliable, secure, and compliant record management practices that support operational integrity, customer trust, and regulatory accountability.