1. Purpose

The purpose of this policy is to ensure that the Africa Institute for Liver and Digestive Diseases (AILDD) Foundation appropriately retains and destroys organizational records to comply with applicable legal and regulatory requirements, safeguard sensitive information, and maintain operational efficiency.

2. Scope

This policy applies to all records, regardless of format (paper, electronic, or other media), created, received, or maintained by AILDD. It applies to employees, board members, and any volunteers who handle organizational records.

3. Responsibilities

• The Board of Directors is responsible for oversight of this policy.

• The Executive Director is responsible for ensuring compliance with this policy, implementing retention schedules, and managing the proper destruction of documents.

• All personnel are responsible for following the guidelines set forth in this policy.

4. Retention Periods

The following retention schedule outlines the minimum retention periods for key categories of documents:

5. Document Destruction

• Documents that have met their required retention period shall be destroyed in a timely and secure manner.

• Destruction methods include shredding (paper records), deletion (electronic records), or secure disposal through a certified vendor.

• Documents containing sensitive or confidential information (e.g., donor records, employee data) must always be shredded or permanently deleted.

6. Litigation Hold

If AILDD is under investigation, audit, or involved in litigation, all document destruction must immediately cease, and records related to the matter must be retained until the issue is fully resolved and documented in writing by the Board.

7. Electronic Records

• Electronic records shall follow the same retention schedule as paper records.

• Backup copies of critical records must be maintained securely and accessible for the required retention period.

8. Policy Review and Compliance

• The Board of Directors will review this policy annually to ensure compliance with legal standards and organizational needs.

• Failure to comply with this policy may result in disciplinary action, up to and including termination of employment or volunteer services.

 

CERTIFICATE OF ADOPTION OF DOCUMENT RETENTION AND DESTRUCTION POLICY

I, do hereby certify that the above stated Document Retention and Destruction Policy for AILDD Foundation, was approved and adopted by the board of directors on Sunday, January 19, 2025 and constitute a complete copy of the Document Retention and Destruction Policy of the foundation.

Scharles A. Konadu, Secretary