This Document Retention and Destruction Policy (Policy) provides for the systematic review, retention and destruction of documents received or created by M/s. DAKHS DIGITAL REVOLUTION PVT. LTD in connection with the transaction of www.elearnekajalakakendra.com business. This Policy covers all records and documents, regardless of physical form (including electronic documents), contains guidelines for how long certain documents should be kept and how records should be destroyed. The Policy is designed to ensure compliance with laws and regulations of India, to eliminate accidental or innocent destruction of records and to facilitate www.elearnekajalakakendra.com’s operations by promoting efficiency and freeing up valuable storage space.
M/s. DAKHS DIGITAL REVOLUTION PVT. LTD follows the document retention procedures outlined below. Documents that are not listed, but are substantially similar to those listed in the schedule will be retained for the appropriate length of time.
Electronic documents will be retained as if they were paper documents. Therefore, any electronic files, including records of donations made online, that fall into one of the document types on the above schedule will be maintained for the appropriate amount of time. If a user has sufficient reason to keep an email message, the message should be printed in hard copy and kept in the appropriate file or moved to an “archive” computer file folder. Backup and recovery methods will be tested on a regular basis.
The Organization’s records will be stored in a safe, secure and accessible manner. Documents and financial files that are essential to keeping the Organization operating in an emergency will be duplicated or backed up at least every week and maintained off site.
The Organization’s Managing Director is responsible for the ongoing process of identifying its records, which have met the required retention period and overseeing their destruction. Destruction of financial and personnel-related documents will be accomplished by shredding.
Document destruction will be suspended immediately, upon any indication of an official investigation or when a lawsuit is filed or appears imminent. Destruction will be reinstated upon conclusion of the investigation.
VII. Compliance
Failure on the part of employees or contract staff to follow this policy can result in possible civil and criminal sanctions against the Organization and its employees or contract staff and possible disciplinary action against responsible individuals. The Managing Director /CEO will periodically review these procedures with legal counsel or the organization’s certified public accountant to ensure that they are following new or revised regulations.
This Policy was adopted by executive action this 1st day of april, 2023.
A true record,
e-Learn Ekajalakakendra directors
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SUDHEER & GIREESH