CADEF CAMEROON is committed to managing organisational records responsibly, securely, and in compliance with legal, donor, and operational requirements. This policy defines how long documents are retained, how they are stored, and how they are safely disposed of when no longer needed.
🎯 Purpose
To ensure that records are:
- Retained for appropriate periods based on legal, financial, and programmatic needs
- Stored securely to protect confidentiality and integrity
- Disposed of safely and lawfully when no longer required
📌 Scope
This policy applies to:
- All CADEF staff, interns, volunteers, and contractors who create, manage, or store organisational records
- All physical and digital documents related to CADEF’s operations, programmes, governance, and partnerships
📁 Categories and Retention Periods
| Document Type | Retention Period |
|---|---|
| Financial records | 7 years |
| Personnel files | Duration of employment + 5 years |
| Programme reports | 5 years |
| Safeguarding records | Minimum 10 years |
| Contracts and agreements | Duration of contract + 7 years |
| Donor reports | As per donor requirements |
| Emails and correspondence | 2 years unless archived |
| Board meeting minutes | Permanent |
| Policy documents | Until superseded + 5 years |
| Legal documents | Duration + 10 years |
🔐 Storage and Access
- Digital Records: Stored in secure, access-controlled systems with regular backups
- Physical Records: Stored in locked cabinets or secure archives with restricted access
- Access Controls: Role-based permissions and audit trails to monitor access
- Backups: Regular backups of critical records to prevent data loss
🗑️ Disposal Procedures
- Physical Documents: Disposed of via confidential shredding or secure destruction services
- Digital Files: Permanently deleted using secure deletion protocols
- Disposal Logs: All disposals are documented and approved by the Executive Management Team
⚖️ Legal and Compliance Considerations
- Retention periods comply with Cameroonian law, international standards, and donor agreements
- Records related to safeguarding, legal matters, and governance are retained for extended periods
- Where laws conflict, CADEF applies the higher standard for protection and accountability
🧭 Oversight and Review
- The Executive Management Team oversees implementation and compliance
- Department heads are responsible for maintaining records within their units
- This policy is reviewed annually and updated as needed
🔗 Related Policies
This policy should be read alongside:
- Privacy & Data Protection
- Whistleblower Protection
- Conflict of Interest
- Child Protection & Safeguarding
📞 Contact
For questions or to request access to archived records, email records@cadef.org or contact the Executive Director.
Last updated: October 2025