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Baltimore Council on Foreign Affairs Board of Trustees Records Retention Policy

Purpose
The Baltimore Council on Foreign Affairs (BCFA) is committed to effective records management to ensure the preservation, organization, and accessibility of records in compliance with legal, regulatory, and operational requirements. This Records Retention Policy establishes guidelines for the retention, storage, and disposal of BCFA records.

Scope
This policy applies to all records created, received, and maintained by the BCFA, including electronic and paper documents, generated in the course of BCFA activities. The policy is applicable to all Board of Trustees members, officers, employees, and volunteers.

Definition of Records
Records include, but are not limited to:

  1. Governing Documents: Articles of incorporation, bylaws, and amendments.
  2. Meeting Records: Minutes of board and committee meetings, agendas, and supporting documentation.
  3. Financial Records: Budgets, financial statements, audit reports, bank statements, and tax filings.
  4. Legal and Compliance Documents: Contracts, agreements, licenses, and compliance documents.
  5. Personnel Records: Employment and personnel files, including timesheets and payroll records.
  6. Programmatic Records: Records related to BCFA’s programming, events, research, and grants.
  7. Communications: Significant correspondence, including email, related to official BCFA business.

Retention Periods
Records will be retained for at least the specified duration, after which they may be securely disposed of:

Storage and Security

  1. Physical Records: Stored in secure locations with controlled access to authorized personnel only.
  2. Electronic Records: Stored on secure servers with appropriate data backup and access controls to ensure confidentiality and integrity.
  3. Archiving: Records deemed important but inactive may be archived in secure storage, with access limited to authorized personnel.

Disposal of Records

  1. Confidentiality: All records shall be disposed of in a manner that maintains confidentiality, including shredding of paper records and permanent deletion of electronic files.
  2. Approval: Before disposal, records should be reviewed by the designated officer (e.g., Board Secretary or President) to ensure compliance with this policy.
  3. Documentation: A record of disposed documents should be maintained, noting the type of document and disposal date.

Legal Holds
In the event of litigation, government investigations, or audits, any relevant records must be retained until the hold is lifted. All Board members, officers, and staff will be notified of such a hold, and any scheduled disposal will be suspended.

Policy Compliance
All BCFA Board of Trustees members, officers, employees, and volunteers are responsible for adhering to this policy. Non-compliance may result in disciplinary action, as outlined in BCFA’s governance policies.

Policy Review and Amendments
This Records Retention Policy shall be reviewed every three years or as necessary to ensure compliance with applicable laws and best practices. Amendments to this policy require a majority vote by the Board of Trustees.

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Wilson Center

Forced displacement represents one of the most pressing humanitarian issues of our time. Individuals and families, torn from the fabric of their communities, find themselves navigating a world of uncertainty, often without basic necessities or a clear path to safety. There are currently some 110 million forced displaced, and this number is growing by 10 million each year!

At the heart of this crisis are the political triggers. Armed conflicts, ethnic or religious persecutions, and systemic human rights abuses force millions to flee their homes in terror. Many are displaced within their own national boundaries, while others seek asylum abroad. If these factors change as a result of political shifts at home or the pressures from abroad, they can return to their homes. Forced displacement is thus different from environmentally driven displacement, as victims of climate change may never be able to return to their homes.

The ramifications of any sort of displacement are profound, not just for those directly affected, but also for host communities and countries. Overburdened infrastructures, socio-economic strains, and cultural tensions can arise, necessitating comprehensive strategies to foster harmony and integration. Yet the root causes of forced displacement can be remedied with a concerted focus by local players and international diplomacy.

Organizations like Refugees International play a crucial role in this arena, advocating for the rights and needs of the displaced, conducting on-the-ground assessments, and influencing policymakers to take informed actions. Their relentless work underscores the gravity of the situation and the urgency ofinternational cooperation. But they, too, are overwhelmed by the rapid expansion of the crisis.

International Humanitarian Law (IHL), with its core principles centered on the protection of civilians during conflicts, plays a pivotal role in this discourse. Yet, despite clear legal frameworks, compliance remains
inconsistent. This initiative emphasizes the importance of upholding and reinforcing these international standards.

It’s not just about recognizing the problem; it’s about active engagement. We urge governments, organizations, and individuals to prioritize the rights and needs of the forced displaced. Through collective efforts, informed policies, and sustained advocacy, we can shift the narrative from passive acknowledgment to proactive intervention.