Document reference:  ALC46 v.2 (reviewed annually)
Ownership: SALC CEO
Last revised: 13th May 2025
Date of next review: May 2026

CORE DOCUMENT REGISTER

CORE DOCUMENT REGISTER

SALC broadly bases its management framework on the ISO 2001 international quality standard but with a much lighter touch.  We take the customer-centric principles and examine inputs and outputs of the sector we serve and the services we deliver to help us focus on quality.

This is our consolidated core document register managed in line with our controlled document policy.  The tracking register has transferred to JAMS so that changes are automatically recorded.  

ALC 1 - Constitution v.3  ALC 2 - Business Plan v.4  ALC 3 - Complaints Policy v.3 ALC 4 - Motions Policy v.7 ALC 5 - Debt Policy v.3 ALC 6 - Staff Handbook v.2 ALC 7 - Staff privacy notice v.4 ALC 8a - Website privacy notice (members) v.3 ALC 8b - Website privacy notice (recruitment) v.1 ALC 9 - Payroll procedures v.3 ALC 10 - Administration of e-learning (Nimble)  v.3 ALC 11 -SALC internal audit service ALC 12 -SALC passwords ALC 13 -SALC Board induction v.2 ALC 15 -Administration of SALC forums and meetings v.2 ALC 16 -SALC Office Manual ALC 17 -Checklist for working in office ALC 18 -Management of The Model Council v.2 ALC 19 -Website Accessibility Statement v.2 ALC 20 -SALC role for community partnerships v.2 ALC 21 -DSE assessment  v.1 ALC 22 -How to claim expenses v.1 ALC 23 -Administration procedures (a) to (m) ALC 24 -Managing the SALC website PENDING ALC 25 -SALC insurance cover review v.1 ALC 26 - OLB v.1 ON HOLD  ALC 27 - BrightPay system manuals v.1  ALC 28 -BT One Phone (set up and numbers) v.2 ALC 29 - How to instruct Breakthrough Comms - compliance & comms support ALC 30 - Burglar alarm and units 1 and 2 v.1 ALC 31 - How to instruct ICCM (Cemetery specialists) ALC 32 - How to instruct Personnel Solutions v.1 ALC 33 - How to instruct NALC Legal v.1 ALC 34 - SALC financial procedures v.1 and supporting procedures (a) to (l) ALC 35 - Document management framework v.1 ALC 36 - SALC media and public relations policy v.1 ALC 37 - Customer and stakeholder feedback v.1 ALC 38 - Spare ALC 39 - How to upload videos onto YouTube  v.1 ALC 40 - HR managing leavers checklist  v.1 ALCs 41 to 45 -  items in progress ALC 46 - Controlled document register v.1 ALC 47 - Benefits of SALC membership v.1 ALC 48 - spare ALC 49 - SALC risk register v.1 ALC 50  SALC business continuity plan v.2 ALC 51  SALC risk assessment v.2 ALC 52  SALC Subject Access Request Policy v.1 ALC 53  Spare  ALC 54  SALC Reserves Policy v.4 ALC 55  Spare ALC 56  How SALC membership works v.1

ALC 1 - Constitution v.3 

Owner: SALC Board.  Review date: July 2025 - going out for consultation to member councils for AGM 1st July

ALC 2 - Business Plan v.4 

Owner: SALC Board.  Review date: Feb 2025 DRAFT READY TO PUBLISH AWAITING SIGN OFF

ALC 3 - Complaints Policy v.3

Owner: SALC Board.  Review date: February 2026

ALC 4 - Motions Policy v.7

Owner: SALC Board.  Review date: February 2026

ALC 5 - Debt Policy v.3

Owner: SALC Board.  Review date: January 2026

ALC 6 - Staff Handbook v.2

Owner: CEO.  Review date: February 2025. NEW FORMAT BEING INTRODUCED LINK HERE

ALC 7 - Staff privacy notice v.4

Owner: CEO.  Review date: January 2026

ALC 8a - Website privacy notice (members) v.3

Owner: CEO.  Review date: May 2026

ALC 8b - Website privacy notice (recruitment) v.1

Owner: CEO.  Review date:  May 2026

ALC 9 - Payroll procedures v.3

Owner: Payroll Officer.  Review date: January 2026 (this procedure is updated once changes are required through the year) 

ALC 10 - Administration of e-learning (Nimble)  v.3

Owner: OFM.  Review date: Jan 25 - SERVICE AND CONTENT UNDER REVIEW

ALC 11 -SALC internal audit service

Owner: OFM.  Review date: October 2025

ALC 12 -SALC passwords

Owner: OFM.  Review date: June 2025.  No link for security reasons. 

ALC 13 -SALC Board induction v.2

Owner: CEO.  Review date: January 2026

ALC 15 -Administration of SALC forums and meetings v.2

Owner: OFM.  Review date: October 2025. 

ALC 16 -SALC Office Manual

Owner: OFM.  Review date: January 2026 

ALC 17 -Checklist for working in office

Owner: OFM.  Review date: Sept 2025

ALC 18 -Management of The Model Council v.2

Owner: Advice Manager . This is by nature a living resource and kept up to date. Review November 2025

ALC 19 -Website Accessibility Statement v.2

Owner: CEO. Review date February 2026.  

ALC 20 -SALC role for community partnerships v.2

Owner: BSO. Review date February 2025.  UNDER REVIEW DUE TO LGR

ALC 21 -DSE assessment  v.1

Owner: CEO. Review date February 2026

ALC 22 -How to claim expenses v.1

Owner: CEO. Review date June 2026

ALC 23 -Administration procedures (a) to (m)

Owner: Kirsty White. Review date September 2025

a. publishing a council vacancy

b. internal audit 

c. setting up a new event

d. newsletter and bulletins - includes external bulletins

e. external training providers (Parkinson, Breakthrough, Cloudy IT, Ducks in a Row)

f. Nimble e-learning

g. changes to JAMS address book

h. NALC legal acknowledgements

i. creating webiste blogs

j. CiLCA enrolment

k. setting up/renewing and cancelling membership 

l. training event support

m.  Recording and using the Net Promoter Score (NPS) - review date March 2026

n.    updating district fields in JAMS

ALC 24 -Managing the SALC website PENDING

Owner: CEO. Review date tbc

ALC 25 -SALC insurance cover review v.1

Owner: CEO. Review date: May 2025 - this procedure needs to be transferred to OFM and comprehensive review just undertaken to be added to this procedure.

ALC 26 - OLB v.1 ON HOLD 

Owner: CEO. Review date: PENDING.  This is national guidance and the Suffolk network will reconvene to review and learn from previous exercise when necessary.  This is outside of SALC control.

ALC 27 - BrightPay system manuals v.1 

Owner: CEO. Review date: December 2024.  TO BE UPDATED DUE TO MOVE TO CLOUD FROM 1ST APRIL AND RE-ASSIGNED TO PAYROLL OFFICER

ALC 28 -BT One Phone (set up and numbers) v.2

Owner: OFM. Review date: December 2025.

ALC 29 - How to instruct Breakthrough Comms - compliance & comms support

Owner: OFM. Review date: February 2026

ALC 30 - Burglar alarm and units 1 and 2 v.1

Owner: OFM. Review date: January 2026

ALC 31 - How to instruct ICCM (Cemetery specialists)

Owner: OFM. Review date: March 2026

ALC 32 - How to instruct Personnel Solutions v.1

Owner: CEO. Review date: March 2024 - OBSOLETE TO BE CHANGED TO INCLUDE NEW PROVIDER CIPD HR

ALC 33 - How to instruct NALC Legal v.1

Owner: OFM. Review date: Oct 2025

ALC 34 - SALC financial procedures v.1 and supporting procedures (a) to (l)

Owners: Various.  Review date: April 2025

a. Sales and Purchase Ledger (FM)
b. Administration of banking, credit card and handling of petty cash (FM)
c. Administration of SALC staff pensions (CEO)
d. Administration of membership and payroll subscriptions and NALC payment (FM)
e. SALC budget categories/account codes (FM)
f. SALC reserves (SALC Board) review date January 2026
g.SALC treasury management (SALC Board) review date February 2026
h. SALC internal control checklist (CEO)

ALC 35 - Document management framework v.1

Owner: OFM. Review date: December 2025

ALC 36 - SALC media and public relations policy v.1

Owner: CEO. Review date: March 2025

ALC 37 - Customer and stakeholder feedback v.1

Owner: OFM. Review date: March 2024

ALC 38 - Spare

Owner:  Review date: 

ALC 39 - How to upload videos onto YouTube  v.1

Owner: OFM. Review date: April 2026

ALC 40 - HR managing leavers checklist  v.1

Owner: OFM. Review date: March 2025

ALCs 41 to 45 -  items in progress

Induction checklist, restructure checklist, managing job evaluations, managing one to ones and annual reviews, checklist in the event of a cyber attack

ALC 46 - Controlled document register v.1

Owner: CEO. Review date: January 2025

ALC 47 - Benefits of SALC membership v.1

Owner: OFM. Review date: March 2025

ALC 48 - spare

Owner:        Review date: 

ALC 49 - SALC risk register v.1

Owner: SALC Board. Review date: September 2025

ALC 50  SALC business continuity plan v.2

Owner: CEO. Review date: August 2026

ALC 51  SALC risk assessment v.2

Owner: OFM. Review date: October 2025

ALC 52  SALC Subject Access Request Policy v.1

Owner: CEO. Review date: DRAFTING IN PROGRESS

ALC 53  Spare 

Spare

ALC 54  SALC Reserves Policy v.4

Owner: SALC Board. Review date: January 2026

ALC 55  Spare

Spare

ALC 56  How SALC membership works v.1

Owner: CEO. Review date: March 2025