Written Documentation and Retention Policy

Article I: Purpose

To ensure that necessary records and documents are adequately created, maintained, and disposed of in the best interest of the organization, and to comply with applicable laws.

Article II: Scope

This policy applies to all records generated by board members, employees, contractors, and volunteers.

Article III: Record Categories

  1. Permanent Records: Articles of incorporation, tax exemption documents, board meeting minutes.
  2. Financial Records: Audit reports, financial statements, tax returns. Retain for 7 years.
  3. Personnel Records: Employment applications, performance reviews, payroll records. Retain for 7 years post-employment.
  4. Program Records: Grant applications, activity reports. Retain for 3 years.
  5. Miscellaneous: Emails, correspondence. Retain for 2 years.

Article IV: Electronic Records

Electronic records should be backed up and stored in a secure, accessible manner.

Article V: Destruction

Documents should be destroyed after the end of their retention period. Destruction should be irreversible and secure.

Article VI: Compliance and Review

  1. Responsibility: A designated officer is responsible for the implementation of this policy.
  2. Review: The policy will be reviewed annually.