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To:                  All Staff Members

From:             The CEO/Director/Secretary

Date:               January 21, 2026

Subject:          Amendment to Account Number Format

The Vault Security and Vault Operations Training Course provides employees with the essential knowledge and skills to manage vault access, safeguard cash and valuables, and comply with established security procedures. The training covers dual custody, access control, risk prevention, emergency response, and proper documentation to ensure operational integrity, safety, and regulatory compliance.

This memo outlines the procedures and responsibilities for accessing and managing the Society’s vaults. It highlights who is authorized to open the vault, the requirement for dual custody, the process for end-of-day verification, and the proper handling and recording of all mortgage and savings documents. Staff are reminded to familiarize themselves with these procedures and adhere strictly, as non-compliance may lead to disciplinary action.

Kindly complete this on or before Friday March 27, 2026.

This training module forms part of the Society’s commitment to ensuring staff are properly informed on the use of their medical benefits under the National Insurance Scheme (NIS) and GTM Insurance.

Given the coordinated nature of these benefits and the procedural requirements involved, it is essential that staff understand the correct claims process, documentation requirements, and applicable timelines. This module provides standardized guidance to support accurate submission of claims and to promote efficiency in the reimbursement process.

Staff are expected to review this material carefully and adhere to the outlined procedures when submitting claims. Proper understanding and application of these processes will contribute to improved turnaround times and more effective utilization of the benefits provided by the Society.

This tutorial provides a step-by-step guide to using the Odoo Vault Bookings system. It is designed to help staff understand how to efficiently record, monitor, and manage vault documents within the new digital platform. By following this guide, users will be able to ensure accurate tracking, improve accountability, and support the transition from physical registers to a more secure and streamlined electronic system.

Course Description

The Vault Emergency Exit Training Program is a mandatory safety and operational training initiative designed for all employees of The New Building Society Limited - Head Office Location. This training provides staff with the knowledge and practical understanding required to safely and efficiently exit the vault area during an emergency situation.

Completion Deadline

All Supervisors and Managers are required to ensure that the training, practical demonstrations, and submission of the corresponding staff training videos are completed on or before July 10, 2026.

This memo establishes the Society's progressive disciplinary framework for addressing employee absenteeism and tardiness to promote accountability and consistent attendance standards.