This Policy represents Medical Ambassadors International’s (MAI) policy regarding the retention and disposal of records and electronic documents.
MAI keeps a Record Retention Schedule that is approved as the initial maintenance, retention, and disposal schedule for physical records of MAI and the retention and disposal of electronic documents. The Controller is the officer in charge of the administration of this Policy and the implementation of processes and procedures to ensure that the Record Retention Schedule is followed.
The Controller is also authorized to:
- Make modifications to the Record Retention Schedule from time to time to ensure that it follows local, state, and federal laws and includes the appropriate document and record categories for MAI
- Monitor local, state, and federal laws affecting record retention
- Annually review the record retention and disposal program
- Monitor compliance with this Policy.
- Suspension of Record Disposal in Event of Litigation or Claims
In the event MAI is served with any subpoena or request for documents or any employee becomes aware of a governmental investigation or audit concerning MAI or may reasonably be aware of any anticipated litigation against or concerning MAI, such employee shall inform the Controller and any further disposal of documents shall be suspended until such time as the Controller, with the advice of counsel, determines otherwise. The Controller shall take such steps as is necessary to promptly inform all staff of any suspension in the further disposal of documents.
This Policy applies to all physical and electronic documents and records generated in the course of MAI’s operation, including both original documents and reproductions.
Record Retention Schedule
The Record Retention Schedule is organized as follows:
A. Accounting and Finance
C. Corporate Records
D. Electronic Documents
E. Payroll Documents
F. Personnel Records
G. Property Records
H. Tax Records
I. Contribution Records