I don't know if it is policy but our co has started checking up that this is being done. So far I have managed to get away with a defence of "For the cards to have any legality, no pressure should be put on individuals, so I just mention to them (if I remember - which I don't) that they should make sure their cards are up to date and copies filed where necessary" I also make sure that I never have any blank forms on hand if I am asked for one.
Happy new year everyone.
SF