Clarifications and Definitions

• Scope

  What is the scope of the records management system?

  The system covers all operational documentation, workflow logs, and process tracking data generated within the organization. It does not extend to personal files or third-party data not related to internal operations.

• Data Ownership

  Who retains ownership of the data entered into the platform?

  All data entered remains the exclusive property of the organization. No ownership rights are transferred to Dive Ledger or any third party. The platform acts solely as a structured repository.

• Retention Policy

  How long are records retained within the system?

  Records are retained for a minimum of three years from the date of last modification, unless otherwise required by applicable regulations. After this period, data may be archived or deleted at the organization's discretion.

• Access Control

  Who has access to the records and tracking data?

  Access is restricted to authorized personnel based on role-based permissions. Each user’s access level is defined by their operational responsibilities. Unauthorized access is strictly prohibited.

• Modification Log

  Are changes to records tracked and logged?

  Yes, every modification to a record is automatically logged with a timestamp and the identifier of the user who made the change. This ensures full traceability and accountability for all updates.