DOCUMENTATION, MINUTES, RECORD RETENTION & STATUTORY EVIDENCE

(Applicable to Khidmat-e-Khalq Foundation)

3.1 Objective

To ensure that key decisions, meetings, and financial activities of the Foundation are properly recorded and available for transparency, audit, and statutory compliance.

3.2 Statutory Records to be Maintained

The Foundation shall maintain the following essential records at its registered office, in physical or digital form:

1. Minutes Book

2. Attendance Register (Meetings)

3. Register of Members

4. Register of Office Bearers

5. Donation Register

6. Expense & Voucher File

7. Bank Statements File

8. Compliance & Filing Folder

3.3 Responsibility for Documentation

The responsibility for maintenance and custody of records shall be as follows:

Secretary – Khan Shamshuddin

• Primary custodian of records, minutes, notices, and statutory documents

Treasurer – Khan Ajaz Ahmad Mohd Baqirdi

• Custodian of financial records, vouchers, bank statements, and audit files

President – Mohd Hammad Mohd Saee Khan

• Oversight and verification authority

3.4 Minutes of Meetings

Minutes shall be recorded for:

• General Body Meetings
• Managing Committee Meetings

Minutes shall include, as applicable:

• Date, time, and place of meeting
• Names of members present
• Confirmation of quorum
• Agenda discussed
• Decisions and resolutions passed

Signing Rule

Minutes shall be signed by:

• President – Mohd Hammad Mohd Saee Khan
• Secretary – Khan Shamshuddin

Signatures of all members are not mandatory.

3.4A Mode of Meetings, Digital Participation & Approvals

Meetings of the Foundation may be held physically or through online platforms such as Zoom, Google Meet, or similar tools. Considering the voluntary nature of participation, online meetings shall be valid provided quorum is met and minutes are properly recorded.

In urgent matters, approvals or resolutions may be taken through email or WhatsApp with majority consent and shall be placed on record in the subsequent meeting. Participation and approvals through digital mode shall be treated at par with physical presence and signatures.

3.5 Attendance Sheet Rule

• An attendance sheet shall be maintained for each meeting
• Members present shall sign the attendance sheet
• Absence shall not invalidate decisions if quorum requirements are met

3.6 Record Retention Period

All records shall be preserved for at least the following minimum periods:

• Minutes & Resolutions – Permanent
• Bank Statements – 10 years
• Vouchers & Bills – 8 years
• Donation Records – 10 years
• Statutory Filings – Permanent
• Digital Records – Annual backup

3.7 Digital Records & Backup

Important records may be maintained in digital form

Periodic backup shall be taken

Access shall be limited to authorized office bearers

3.8 Inspection & Audit Access

All records shall be:

• Made available for audit
• Produced before banks, donors, or authorities when lawfully required
• Any issues identified shall be reviewed and addressed appropriately.

3.9 Documentation Support Clause

• Activities, expenses, and decisions should be supported by appropriate documentation.
• Activities, expenses, and reimbursements shall be supported by appropriate bills or receipts and properly recorded for audit or compliance review.
• Items lacking documentation, if any, may be clarified or corrected during audit or compliance review.

Internal Adoption Note

This framework forms part of the internal governance and compliance system of Khidmat-e-Khalq Foundation and shall remain operative unless modified or amended through an appropriate resolution passed in a duly convened meeting.