BC Muaythai Association · Standard Operating Procedure
Record Keeping
Version 1.0 — under review by the BCMA steering committee. Wording may be updated as the review progresses.
Purpose
This Standard Operating Procedure establishes the BCMA Association Standard for record keeping at BCMA events and competitions. It ensures accurate, secure, and confidential documentation is maintained in compliance with BCAC requirements.
Scope
Applies to all BCMA sanctioned and non-sanctioned events, including competitions, training sessions, warm-up areas, officials, staff, athletes, volunteers, and contractors.
Definitions
Record: Information created, received, and maintained as evidence of activities or decisions. Retention Period: The length of time records are kept as required by regulation or policy. Confidential Record: Information that is sensitive and must be protected from unauthorized access. BCAC: British Columbia Athletic Commission.
Policy Statement
BCMA is committed to maintaining accurate, complete, and secure records in compliance with BCAC regulations and privacy legislation. All records must be retained for the required period and be readily available for review by authorized parties.
Roles and Responsibilities
• Event Organizer: Ensures records are created, maintained, and retained in accordance with this SOP. • Records Custodian: Responsible for secure storage, retrieval, and protection of records. • Officials/Staff: Accurately complete required documentation and submit on time. • Access Authority: Only authorized individuals may access records based on their role and need.
Procedures — Record Keeping
7.1 Record Creation • Create records for all required activities, including but not limited to athlete registrations, weigh-ins, medicals, bout results, incident reports, and official evaluations. • Ensure all records are accurate, complete, and legible. 7.2 Record Content • Records must include the date, event name, relevant details, names, and signatures where applicable. • Use official BCAC forms where required. 7.3 Storage and Security • Store records securely in locked cabinets or password-protected digital systems. • Maintain confidentiality in accordance with privacy laws. • Protect records from loss, damage, or unauthorized access. 7.4 Retention Period • Retain all records for a minimum of 7 years or as required by BCAC or applicable legislation. • Medical records must be retained for the period required by law or BCAC. 7.5 Access to Records • Only authorized personnel may access records. • Provide records to BCAC or authorized inspectors upon request. • Do not disclose confidential information to unauthorized individuals. 7.6 Record Disposal • Dispose of records securely after the retention period using shredding for paper and secure deletion for digital files. • Document the date and method of disposal. 7.7 Incident and Correction Reporting • Report any missing, incomplete, or inaccurate records immediately to the Event Organizer. • Correct errors with a single line through the error, initialed and dated; do not erase or obscure.
Compliance
Failure to follow this SOP or BC Athletic Commission rules may result in removal from the event, disqualification, or other disciplinary action as determined in accordance with BCAC regulations.
References
• BC Athletic Commission Rules • BC Athletic Commission Policies • BC Athletic Commission Event Standards • BC Athletic Commission Guidance Documents
Revision History
Version 1.0 — July 2026 — Initial Issue — Approved by the BCMA Board of Directors. Next review: July 2027.