Records Management and Retention Policy
Keeps organisational records accurate, secure and available for their required period.
Governing Body members, employees, consultants, volunteers, interns, facilitators and contractors where the subject relates to their role.
Records covered
- Governing Body minutes and approvals.
- Registration, tax and statutory records.
- Accounts, audit files and donor agreements.
- Project, procurement and contract records.
- Employment, volunteer and intern records.
- Consent, participant and safeguarding records.
Retention schedule
The responsible team records the legal, tax, donor, employment and programme requirement for each record class in a retention schedule. If two periods apply, the team uses the longer period unless law requires another result. A legal hold or active complaint suspends routine deletion for relevant records.
Storage and access
Punjabi Samvad stores records in an ordered system, limits access by role and protects originals from loss or unauthorised change. It keeps safeguarding, complaint, health and identity records separate from general programme files.
Disposal
At the end of the retention period, the record owner confirms that no hold applies and uses secure deletion, shredding or another method suited to the record. The organisation keeps a disposal log for sensitive or material records.
Punjabi Samvad follows applicable law where it sets a stricter rule or a different process. This public page does not replace a statutory committee order, employment term, funding agreement or signed internal procedure.