Records Retention and Destruction

American Heart Association Records Definition. A record is information created or received by the American Heart Association, regardless of the type of media (i.e., print, electronic or other), that provides evidence of corporate and operational activities, and contains information relevant to American Heart Association’s mission, goals, plans and ongoing operations. A record has strategic, operational, legal, fiscal, and/or historical value.

Ownership of American Heart Association Records. American Heart Association is the owner of all records created, received, and/or maintained by American Heart Association’s employees and volunteers in support of the Association’s operations and activities worldwide. American Heart Association is the owner of all records created for it by third parties. American Heart Association is solely empowered to establish policies and procedures for the creation, distribution, control, protection, storage, retrieval, retention, destruction, and other management and use of American Heart Association records in accordance with any applicable laws.

Responsibilities. All American Heart Association employees, volunteers and third party contractors who create, receive, use, maintain or store American Heart Association records are responsible for the following:

  • Maintaining American Heart Association Records in a manner designed to ensure their accessibility, integrity, appropriate confidentiality, authenticity, and usability for any and all business purposes.
  • Maintaining proper security and protection of American Heart Association records.
  • Maintaining American Heart Association records for the length of time specified in the American Heart Association Records Retention and Destruction Schedule.
  • Effecting the regular and systematic disposal of American Heart Association records in accordance with the American Heart Association Records Retention and Destruction Schedule, this Policy and any applicable procedures.

  • Halting immediately the disposal of relevant American Heart Association records upon notification of a ”Legal Hold” by the American Heart Association Legal Department. Records identified in the Legal Hold must be preserved and not destroyed until subsequently authorized in writing by the Legal Department. A Legal Hold overrides the Records Retention and Destruction Schedule with regard to those records subject to a Legal Hold.

    Records Retention and Destruction Schedule. The Records Manager shall develop and maintain the American Heart Association Records Retention and Destruction Schedule in accordance with applicable laws and regulations, sound business and records management practices, and this Policy. The Records Retention and Destruction Schedule, and any amendments thereto, shall be approved by the EVP Corporate Secretary & General Counsel upon recommendation of the Records Manager. Compliance with the American Heart Association Records Retention and Destruction Schedule is mandatory for volunteers and staff.