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<br />ACZ Laboratories, Inc. August 10, 2007 <br />Quality Assurance Plan Version 12 <br />SOPAD018.08.07.12 Page 40 of 96 <br />10.6.15.2 Records stored by a computer must have hard copy or write-protected backup <br />copies. <br />10.6.15.3 Records stored only on electronic media must be supported by the hardware and <br />software necessary for their retrieval and utilization in the proper format. <br />10.6.15.4 Records stored on electronic media must be stored in a way to provide protection <br />from electronic or magnetic sources. <br />10.6.15.5 Scanned workgroups and client reports are backed up to an off-site data vault, <br />which is secure, fireproof, and equipped with electronic data redundancy. Data <br />backups occur daily (including Saturday and Sunday) after 12:00 am. After one <br />year of storage off-site, data is transferred to a DVD, which is stored in a bank <br />safety deposit box until all data on the DVD is at least five (5) years old. Obsolete <br />DVDs are permanently destroyed. <br />NOTE: Data files that precede June 1, 2005 are stored to tape and/or DVD, which <br />are kept in a bank safety deposit box. <br />10.6.15.6 If there is a change in ownership and/or a change in location, all records and <br />documents will be made available to all accrediting authorities for five (5) years. <br />Under no circumstances shall any records or documents be destroyed - all records <br />and analyses performed that pertain to NELAC accreditation are subject to <br />inspection by the NELAC accrediting authorities during this five (5) year period. A <br />new owner of ACZ will assume possession of,all records and documents. <br />10.6.15.7 If ACZ goes out of business, all records and documents will be stored and <br />maintained according to protocol in a location to be determined at the time of <br />closure. All records will be maintained for at least five (5) years and will be made <br />available to all accrediting authorities. <br />10.6.16 Access to Archived Records <br />10.6.16.1 Access to archived information must be documented with an access log. A log is <br />kept in each storage location, and any person entering a storage location must <br />provide the required information in the log. <br />10.6.16.2 Hard copy records are stored in a locked environment with limited access. When a <br />record is removed from its location, a "checkout card" must be filled out to <br />indicate who removed the record, the date the record was taken, and a description <br />of the record. The card marks the place in the storage box, and when the record is <br />returned the card is pulled from the box. <br />10.6.16.3 Any changes to be made to archived data will require assistance from IT to do so. <br />10.6.16.4 Electronic data that has been archived to a more permanent media (such as tape, <br />CD, or DVD) is stored in a bank safety deposit box. Access is limited and must be <br />documented in the logbook maintained by Document Control. <br /> <br />F?l <br />t <br /> <br /> <br /> <br /> <br />u <br /> <br /> <br /> <br /> <br /> <br />11 <br /> <br />1 <br />2773 Downhill Drive 970-879-6590 , <br />Steamboat Springs, CO 80487 www.acz.com <br />