Guys we are going back paperless in all our stores from now, (18/07/2024), This means we need to stop printing and keeping unnecessary paperwork, You MUST always ask your customer if they require a printed copy.
Please can you make sure that you are following the policy on Albert:
BROWN ENVELOPE – Not Daily
You are required to keep:
- EE Home Broadband contracts, checklists and till receipts
- BT Home Broadband contracts, checklists and till receipts
- Completed manual contracts
- EE contracts where the customers signature has been manually captured or disability stamp has been used
- Photocopies of business proofs
- Credit card chip and signature slips
- Excalibur Web Confirmations
Items in the above list must be kept securely in the brown envelope in the locked stock room / stock cage. PRFs (Personal Record Forms) are not required and should be shredded if customers do not wish to keep them.
The Brown Envelope should be dated when first started, and once full, the brown envelope must be sealed, dated, and filed, ready to be archived – see the Store Waste and Archiving Policy for details of what to send and when and what to retain. The envelope must never be left unattended on the shop floor and the data it contains must always be secured.
Best practice is to place the contents in groups or attached together by category, which will make it easier to find if the store needs to search back through the contents.
It is the responsibility of the Store Leader or person in charge that day to ensure that Domino Draft Transactions, Returns and Discount reports are checked each day
- Daily Rec Report – This report does not need to be printed out. Complete the checklist on the Store & Visitor Log Tablet Power App to confirm this has been done.
- Domino Report – This report does not need to be printed out. Complete the checklist on the Store & Visitor Log Tablet Power App to confirm this has been done.
- Returns Report – This only needs to be printed if the store has completed a return. Complete the reconciliation in the Store & Visitor Log Power App to confirm this has been checked. If a return has been processed the original and return receipts should be attached to the report.
- Discounts Report – This report does not need to be printed unless specific concerns are identified. Initial on the Store & Visitor Log Power App to confirm this has been checked.
Envelopes are ordered from Banner using item code 3440816.
Full Albert Policy can be found here Albert-Policy – Daily Admin and Paperwork (egain.cloud)
*If you would like to keep any other paperwork, this is at your discretion and must be filed in a separate BROWN Envelope and shredded once finished with*
ARCHIVING
You should only access archived paperwork to conduct your job, e.g. resolving customer issues. Customers are responsible for keeping their own paperwork. Any paperwork you have in store must be kept secure.
Ensure you make yourself familiar with the Protecting Customer Data Policy .
You must archive the following in tamper proof bags:
- Completed brown envelopes in date order
Keep the current paperwork securely in tamper proof bags and store in the locked stock room / stock cage prior to archiving.
Archiving should now only be requested to be collected when you have completely filled an archiving box rather than monthly as was policy previously.
When you have a full box you can request an archiving collection by completeing this form .
Escalations
If you encounter issues such as:
- Archiving box orders not being picked up
- Supplies of boxes/barcodes not being delivered
- Barcode numbers missing from the Archiving site
Please email store.supply@ee.co.uk.
Full archiving policy can be found here: Albert-Policy – Store Waste and Archiving (egain.cloud)