| Document No. | JDS-QMS-002 |
| Revision | A |
| Date | 2026-03-25 |
| Status | APPROVED |
| Author | Nils Johansson |
This standard defines how long each category of document is retained and the rationale for each retention period. It satisfies ISO 15489-1:2016 (Records Management) and ISO 9001:2015 clause 7.5.3 (Control of documented information).
All documents in JDS are stored in a Git repository. Git retains full history indefinitely by default. This means no document is ever truly deleted — superseded and retired versions remain accessible through version history.
This schedule defines the minimum retention period for each document category. After this period, documents may be archived or removed at the owner’s discretion. In practice, the Git-based system means most records are retained permanently at negligible cost.
| Category | Document type | Minimum retention | Rationale |
|---|---|---|---|
| QMS | Quality Manual, Standards | Permanent | Governs the system; needed for audit trail |
| PRO | Procedures | Permanent (current + all superseded) | Demonstrates system evolution; audit evidence |
| TMP | Templates | Current version + 1 superseded | Only current templates need to be usable |
| RPT | Reports (technical, inspection) | 10 years after project close | Client obligations, liability, regulatory |
| RPT | Reports (internal) | 5 years | Internal reference |
| MAN | Manuals | Life of equipment/system described | Required while equipment is in service |
| DWG | Drawings & Models | Life of equipment + 5 years | Design records needed for maintenance, modification, decommissioning |
| PRJ | Project Documents | 10 years after project close | Client obligations, liability |
| TSH | Timesheets | 7 years | Tax and accounting requirements (Swedish Bokföringslag) |
| EXP | Expenses | 7 years | Tax and accounting requirements (Swedish Bokföringslag) |
| LOG | Logs & Records | Life of equipment + 5 years | Regulatory; maintenance history |
| COR | Correspondence | 10 years | Contractual; liability |
| BLG | Blog Posts | Permanent | Published content; reputational asset |
| File type | Retention | Notes |
|---|---|---|
| Source CAD files (.blend, .shapr, .py) | Same as parent DWG record | Needed to reproduce or modify designs |
| Export files (.step, .3mf, .stl) | Same as parent DWG record | Interoperable formats; primary deliverable |
| Reference materials (datasheets, standards excerpts) | Same as parent project | Context for engineering decisions |
| Renders and screenshots | Same as parent project | Visual record of design intent |
| Git history | Permanent | Inherent to the storage system |
Retention periods begin from:
| Document type | Retention starts when… |
|---|---|
| Project documents (RPT, PRJ, DWG) | Project is formally closed or equipment decommissioned |
| Financial records (TSH, EXP) | End of the financial year in which the record was created |
| System documents (QMS, PRO, TMP) | Document is superseded or retired |
| Correspondence (COR) | Date of final communication in the thread |
| Equipment records (LOG, MAN) | Equipment is decommissioned and removed from service |
When a document reaches the end of its retention period:
jds/archive/retired/ with a note recording the disposal decisionDocuments are never hard-deleted from Git. Disposal means moving to archive and removing from the active registry.
| Requirement | Source | Impact |
|---|---|---|
| Accounting records: 7 years | Swedish Bokföringslag (1999:1078) | TSH, EXP minimum retention |
| Technical records: life of equipment | Classification societies (DNV, Lloyd’s) | LOG, DWG, MAN retention |
| Client deliverables: per contract | Individual client contracts | RPT, PRJ, COR retention |
| Quality records: duration of QMS | ISO 9001:2015 clause 7.5.3 | QMS, PRO permanent retention |
| Rev | Date | Author | Description |
|---|---|---|---|
| A | 2026-03-25 | Nils Johansson | Initial release — ISO 15489 and ISO 9001:2015 clause 7.5.3 alignment |