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GENERAL POLICY GUIDE © Marin Management, Inc. 1 A. The Purpose of This Policy The purposes of this policy are to summarize our procedures for the retention of paper records. The proper retention of paper files accomplishes the following: Show our compliance with laws and regulations. Where applicable, show our compliance with franchiser policies. Show compliance with Company policies and procedures. Provide for efficient Company operations. Continue 4020 General Paper Record Retention
GENERAL POLICY GUIDE © Marin Management, Inc. 2 A. The Purpose of This Policy (cont.) Support accurate and timely financial reporting and controls. Provide for quick availability of accurate guest records. Provide for accurate and essential human resources records. Protect the Company from legal disputes. Allow for effective integration of electronic and paper records. Each section of this Guide describes our record-retention policy for specific types of records. Continue 4020 General Paper Record Retention
GENERAL POLICY GUIDE © Marin Management, Inc. 3 B. File Locations See the Hotel-specific Administration Guide for the Hotels location of paper files. Continue 4020 General Paper Record Retention
GENERAL POLICY GUIDE © Marin Management, Inc. 4 C. The Main Hotel Safe See your Hotel-specific Administration Guide for the Hotels location of paper files in the main Hotel safe, if any. If you store paper files and other non-cash goods in the main house safe, keep them away from cash and checks. Continue 4020 General Paper Record Retention
GENERAL POLICY GUIDE © Marin Management, Inc. 5 D. File Procedures The general manager or, where applicable, the office manager uses the following procedures for document filing: Keep paper records in labeled, legal-size file folders with two- hole attachments. Use printed file labels, not hand-written labels. Use a consistent and logical format for labeling files. Attach papers (do not keep them loose) within files folders organized in date order with the most recent documents on top. Continue 4020 General Paper Record Retention
GENERAL POLICY GUIDE © Marin Management, Inc. 6 D. File Procedures (cont.) Organize files alphabetically in subsections. Do not use file numbers. When not in use, return files to the file cabinets. Do not leave files outside of file drawers overnight. (Leaving files out increases the likelihood of losing important records from theft, fire, floods and smoke.) Do not keep temporary notes, such as Post-it ® Notes in file folders. Do not leave temporary fasteners, such as binder clips and paper clips, in file folders. Continue 4020 General Paper Record Retention
GENERAL POLICY GUIDE © Marin Management, Inc. 7 D. File Procedures (cont.) Organize files into groups, such as Sales, Catering, Administration, Human Resources, Purchase Orders, Vendors, Renovation, Food and Beverage, Housekeeping, Maintenance and Franchiser (if applicable). Each group should have available one or more file drawers. Wherever possible, lock all file drawers when not in use. End 4020 General Paper Record Retention
GENERAL POLICY GUIDE © Marin Management, Inc. 8 4020 General Paper Record Retention
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