I. Purpose

This Records Access and Inspection Policy establishes a framework for the appropriate access to, inspection of, and protection of APPA records in a manner that supports transparency, accountability, and effective governance while safeguarding confidential and sensitive information.

The purposes of this policy are to:

• Clarify who may access Association records and under what circumstances
• Support the Board’s oversight responsibilities and informed decision-making
• Ensure consistent and appropriate handling of requests for access to records
• Protect confidential, proprietary, and sensitive information
• Align records access practices with applicable laws, the APPA Bylaws, and related Association policies

II. Scope and Applicability

• This policy applies to all records created, received, or maintained by APPA in connection with its governance, operations, programs, and activities.
• This policy applies to Board members, officers, employees, volunteers, contractors, agents, and external requests as applicable.
• This policy applies regardless of format or storage location, including electronic systems, cloud platforms, third-party service providers, and records maintained on personal devices when used for Association business.

III. Categories of Records

Association records may include:

• Governance records
• Financial and audit records
• Legal documents and contracts
• Personnel and human resources records
• Membership and program records
• Communications and operational records

Certain records may be confidential or restricted.

IV. Access to Records

A. Board Access

Board members may access records necessary to fulfill fiduciary duties, subject to confidentiality obligations.

B. Officer and Staff Access

Officers and staff may access records necessary for assigned responsibilities.

C. Member and External Requests

Requests from members or external parties do not create automatic inspection rights beyond those required by law or governing documents.

V. Requests and Approval Process

• Requests must be submitted to the Chief Executive Officer or designee.
• The CEO may approve, deny, or condition access consistent with this policy and applicable law. Any denials for governance, audit and legal requests would be brought to APPA Board Executive Committee notice within 30 days.
• Conditions may include scope, timing, format, supervision, confidentiality, or cost recovery.

VI. Confidentiality and Restrictions

Access may be denied or limited for:

• Personnel matters
• Privileged or legal records
• Confidential financial or proprietary information
• Information protected by Privacy Policy

Recipients of records must maintain confidentiality.

VII. Relationship to Other Policies

This policy operates alongside the Document Retention Policy, Privacy Policy, Whistleblower Policy, Conflict of Interest Policy, and Code of Professional Conduct.

VIII. Policy Administration and Amendments

• This policy is established by the APPA Board of Directors.
• The policy shall be reviewed at least every three (3) years.
• The Board may amend this policy and delegate authority for administrative updates.

Effective Date. This Records Access and Inspection Policy was adopted by the APPA Board of Directors on September 24, 2026.