RECORD RETENTION AND DESTRUCTION POLICY 

1. PURPOSE
The purpose of this Policy is to ensure that necessary records and documents are adequately protected and maintained and to ensure that records that are no longer needed by Midwest Honor Flight or are of no value are discarded at the proper time. This Policy is also for the purpose of aiding directors and volunteers of Midwest Honor Flight in understanding their obligations in retaining electronic documents - including email, web files, text files, sound and movie files, PDF documents, and all Microsoft Office or other formatted files.

2. POLICY
Midwest Honor Flight will use the following table for retention of certain records for before, during, and after the mission of our organization. Documents held for retention will be under lock in the office of the Midwest Honor Flight.

Document Type	Retention Time	Destruction Method
Initial Application	Until Application Flies, Until Applicant Removes Themselves from the Waiting List, or the Applicant is Deceased	​Shredded/Deleted from Server
DD Form 214 or Confirmation of Honorable Service	​Within 2 Weeks after Application Received/Submitted	​Shredded/Deleted from Server
Medical History and Emergency Information	6 Months after Granted Flight	​Shredded/Deleted from Server
Waiver and Release of All Claims	3 Years after Granted Flight	​Shredded/Deleted from Server
COVID-19 Acknowledgement & Assumption of Risk; Release	3 Years after Granted Flight	​Shredded/Deleted from Server