Policy - Record Keeping

Section: Human Resource Policies  
Policy Owner: Ignition633 Ministries Nigeria Human Resources  
Policy Name: Record Keeping Policy   
Origination Date: November 2024 

Purpose
To keep accurate records of all maintenance tasks, activities, and resources used. This helps track the grounds' condition, follow maintenance schedules, and ensure responsibility.

Scope
Includes documenting all maintenance activities, including lawn care, landscaping, irrigation, and safety inspections. It covers the tracking of tasks performed, dates of completion, materials used, equipment maintenance, and any incidents or issues encountered. 

Definition
Record: is a documented piece of information or evidence that provides a detailed account of an event, activity, or transaction. 
Keeping: refers to the act of retaining, storing, or maintaining something over time. It involves organizing and preserving items, information, or records in a safe and accessible manner for future use or reference.

Record Keeping Policy
Your primary role is to ensure that the outdoor areas are clean, safe, and aesthetically pleasing. Here are some common responsibilities of a groundskeeper employee:

- Landscaping
 Groundskeepers are responsible for landscaping tasks, including mowing lawns, trimming hedges and trees, planting flowers, shrubs, and other vegetation, and maintaining the overall appearance of the landscape.

- Lawn Care
 They mow and edge lawns, apply fertilizers and pesticides, and water and aerate the turf to ensure healthy and well-maintained grass.

- Plant Care
 Groundskeepers may be responsible for planting, watering, and maintaining flower beds, gardens, and other plantings. This includes weeding, mulching, and pruning plants as needed.

- Irrigation Maintenance
They inspect, repair, and maintain irrigation systems to ensure proper functioning and efficient water usage.

- Trash and Debris Removal
Groundskeepers clean up trash, litter, leaves, and other debris from outdoor areas to maintain cleanliness and safety.

- Safety Inspections
Ground Keepers inspect and maintain equipment and tools to ensure safety, reporting any damage or malfunctions to the supervisor immediately.

- Record Keeping
 They maintain records of maintenance activities, including work performed, materials used, and equipment maintenance, for tracking purposes.

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This policy will be reviewed annually and is subject to change. Any changes will be communicated to all employees promptly. 

For any questions or further assistance regarding this policy, employees should contact the HR department at hr.nigeria@ignition633.org.