ࡱ> gidef :bjbjVV <<9Bsl l 8L(w!r!," ~E#7!7!@##+rs(s(s(#Hs(#s(s(Jz(.$F,}B4`n}-$L--D-""^s(#L[#-"-"-"(X-"-"-"####--"-"-"-"-"-"-"-"-"l u: Policy #:  FORMTEXT      Total pages:  PAGEREF _Ref134797686 \h 10Attachments: Approved by: FORMTEXT       FORMTEXT Effective Date: FORMTEXT      Date Revised: FORMTEXT      Date to be reviewed: FORMTEXT       RECORD RETENTION AND DESTRUCTION POLICY Purpose The purpose of this Policy is to ensure that necessary records and documents of are adequately protected and maintained and to ensure that records that are no longer needed by  FORMTEXT {Insert Name of Organization} or are of no value are discarded at the proper time. This Policy is also for the purpose of aiding employees of  FORMTEXT {Insert Name of Organization} in understanding their obligations in retaining electronic documents - including e-mail, Web files, text files, sound and movie files, PDF documents, and all Microsoft Office or other formatted files. Policy This Policy represents the  FORMTEXT {Insert Name of Organization}s policy regarding the retention and disposal of records and the retention and disposal of electronic documents. Administration Attached as Appendix A is a Record Retention Schedule that is approved as the initial maintenance, retention and disposal schedule for physical records of  FORMTEXT {Insert Name of Organization} and the retention and disposal of electronic documents. The {Insert Title of Policy Administrator} (the Administrator) is the officer in charge of the administration of this Policy and the implementation of processes and procedures to ensure that the Record Retention Schedule is followed. The Administrator is also authorized to: make modifications to the Record Retention Schedule from time to time to ensure that it is in compliance with local, state and federal laws and includes the appropriate document and record categories for  FORMTEXT {Insert Name of Organization}; monitor local, state and federal laws affecting record retention; annually review the record retention and disposal program; and monitor compliance with this Policy. Suspension of Record Disposal In Event of Litigation or Claims In the event  FORMTEXT {Insert Name of Organization} is served with any subpoena or request for documents or any employee becomes aware of a governmental investigation or audit concerning  FORMTEXT {Insert Name of Organization} or the commencement of any litigation against or concerning  FORMTEXT {Insert Name of Organization}, such employee shall inform the Administrator and any further disposal of documents shall be suspended until shall time as the Administrator, with the advice of counsel, determines otherwise. The Administrator shall take such steps as is necessary to promptly inform all staff of any suspension in the further disposal of documents. Applicability This Policy applies to all physical records generated in the course of  FORMTEXT {Insert Name of Organization}s operation, including both original documents and reproductions. It also applies to the electronic documents described above. This Policy was approved by the Board of Directors of  FORMTEXT {Insert Name of Organization} on FORMTEXT      . APPENDIX A  RECORD RETENTION SCHEDULE The Record Retention Schedule is organized as follows: SECTION TOPIC Accounting and Finance Contracts Corporate Records Correspondence and Internal Memoranda Electronic Documents Grant Records Insurance Records Legal Files and Papers Miscellaneous Payroll Documents Pension Documents Personnel Records Property Records Tax Records Contribution Records Programs & Services Records Fiscal Sponsor Project Records ACCOUNTING AND FINANCE Record TypeRetention PeriodAccounts Payable ledgers and schedules7 yearsAccounts Receivable ledgers and schedules7 yearsAnnual Audit Reports and Financial StatementsPermanentAnnual Audit Records, including work papers and other documents that relate to the audit7 years after completion of auditAnnual Plans and Budgets2 yearsBank Statements and Canceled Checks7 yearsEmployee Expense Reports7 yearsGeneral LedgersPermanent Interim Financial Statements7 yearsNotes Receivable ledgers and schedules7 yearsInvestment Records7 years after sale of investmentCredit card records (documents showing customer credit card number)2 years Credit card record retention and destruction A credit card may be used to pay for the following  FORMTEXT {Insert Name of Organization}products and services:  FORMTEXT {Insert Types of Products and Services Here (i.e., Publications, Donations, Dues, etc.}. All records showing customer credit card number must be locked in a desk drawer or a file cabinet when not in immediate use by staff. If it is determined that information on a document, which contains credit card information, is necessary for retention beyond 2 years, then the credit card number will be cut out of the document. CONTRACTS Record TypeRetention PeriodContracts and Related Correspondence (including any proposal that resulted in the contract and all other supportive documentation)7 years after expiration or termination  CORPORATE RECORDS Record TypeRetention PeriodCorporate Records (minute books, signed minutes of the Board and all committees, corporate seals, articles of incorporation, bylaws, annual corporate reports)PermanentLicenses and Permits Permanent CORRESPONDENCE AND INTERNAL MEMORANDA General Principle: Most correspondence and internal memoranda should be retained for the same period as the document they pertain to or support. For instance, a letter pertaining to a particular contract would be retained as long as the contract (7 years after expiration). It is recommended that records that support a particular project be kept with the project and take on the retention time of that particular project file. Correspondence or memoranda that do not pertain to documents having a prescribed retention period should generally be discarded sooner. These may be divided into two general categories: Those pertaining to routine matters and having no significant, lasting consequences should be discarded within two years. Some examples include: Routine letters and notes that require no acknowledgment or followup, such as notes of appreciation, congratulations, letters of transmittal, and plans for meetings. Form letters that require no followup. Letters of general inquiry and replies that complete a cycle of correspondence. Letters or complaints requesting specific action that have no further value after changes are made or action taken (such as name or address change). Other letters of inconsequential subject matter or that definitely close correspondence to which no further reference will be necessary. Chronological correspondence files. Please note that copies of interoffice correspondence and documents where a copy will be in the originating department file should be read and destroyed, unless that information provides reference to or direction to other documents and must be kept for project traceability. Those pertaining to nonroutine matters or having significant lasting consequences should generally be retained permanently. ELECTRONIC DOCUMENTS Electronic Mail: Not all email needs to be retained, depending on the subject matter. All e-mailfrom internal or external sourcesis to be deleted after 12 months. Staff will strive to keep all but an insignificant minority of their e-mail related to business issues.  FORMTEXT {Insert Name of Organization} will archive e-mail for six months after the staff has deleted it, after which time the e-mail will be permanently deleted. All  FORMTEXT {Insert Name of Organization} business-related email should be downloaded to a service center or user directory on the server. Staff will not store or transfer  FORMTEXT {Insert Name of Organization}-related e-mail on non-work-related computers except as necessary or appropriate for  FORMTEXT {Insert Name of Organization} purposes. Staff will take care not to send confidential/proprietary  FORMTEXT {Insert Name of Organization} information to outside sources. Staff with more than 500MB in their e-mail account will be unable to send or receive messages until the size of their account is reduced. Staff will be notified by  FORMTEXT {Insert Responsible Department} as their account size approaches 500 MB. Any e-mail staff deems vital to the performance of their job should be copied to the staffs H: drive folder, and printed and stored in the employees workspace. Electronic Documents: including Microsoft Office Suite and PDF files. Retention also depends on the subject matter. PDF documents The length of time that a PDF file should be retained should be based upon the content of the file and the category under the various sections of this policy. The maximum period that a PDF file should be retained is 6 years. PDF files the employee deems vital to the performance of his or her job should be printed and stored in the employees workspace. Text/formatted files - Staff will conduct annual reviews of all text/formatted files (e.g., Microsoft Word documents) and will delete all those they consider unnecessary or outdated. After five years, all text files will be deleted from the network and the staffs desktop/laptop. Text/formatted files the staff deems vital to the performance of their job should be printed and stored in the staffs workspace. Web Page Files: Internet Cookies All workstations: Internet Explorer should be scheduled to delete Internet cookies once per month.  FORMTEXT {Insert Name of Organization} does not automatically delete electronic files beyond the dates specified in this Policy. It is the responsibility of all staff to adhere to the guidelines specified in this policy. Each day  FORMTEXT {Insert Name of Organization} will run a tape backup copy of all electronic files (including email) on  FORMTEXT {Insert Name of Organization}s servers, as specified in the  FORMTEXT {Insert Name of Organization} Disaster Recovery Plan. This backup tape is a safeguard to retrieve lost information within a one-year retrieval period should documents on the network experience problems. The tape backup copy is considered a safeguard for the record retention system of  FORMTEXT {Insert Name of Organization}, but is not considered an official repository of  FORMTEXT {Insert Name of Organization} records. All monthly and yearly tapes are stored offsite according to  FORMTEXT {Insert Name of Organization}s Disaster Recovery Policy. In certain cases a document will be maintained in both paper and electronic form. In such cases the official document will be the electronic document. GRANT RECORDS Record TypeRetention PeriodOriginal grant proposal7 years after completion of grant periodGrant agreement and subsequent modifications, if applicable7 years after completion of grant periodAll requested IRS/grantee correspondence including determination letters and no change in exempt status letters7 years after completion of grant periodFinal grantee reports, both financial and narrative7 years after completion of grant periodAll evidence of returned grant funds7 years after completion of grant periodAll pertinent formal correspondence including opinion letters of counsel7 years after completion of grant periodReport assessment forms7 years after completion of grant periodDocumentation relating to grantee evidence of invoices and matching or challenge grants that would support grantee compliance with the grant agreement7 years after completion of grant periodPre-grant inquiry forms and other documentation for expenditure responsibility grants7 years after completion of grant periodGrantee work product produced with the grant funds7 years after completion of grant period INSURANCE RECORDS Record TypeRetention PeriodAnnual Loss Summaries10 yearsAudits and Adjustments3 years after final adjustmentCertificates Issued to  FORMTEXT {Insert Name of Organization}PermanentClaims Files (including correspondence, medical records, injury documentation, etc.) PermanentGroup Insurance Plans  Active EmployeesUntil Plan is amended or terminatedGroup Insurance Plans RetireesPermanent or until 6 years after death of last eligible participant Inspections3 yearsInsurance Policies (including expired policies)PermanentJournal Entry Support Data7 yearsLoss Runs10 yearsReleases and Settlements25 years LEGAL FILES AND PAPERS Record TypeRetention PeriodLegal Memoranda and Opinions (including all subject matter files)7 years after close of matterLitigation Files1 year after expiration of appeals or time for filing appealsCourt OrdersPermanentRequests for Departure from Records Retention Plan10 years MISCELLANEOUS Record TypeRetention PeriodConsultant's Reports2 yearsMaterial of Historical Value (including pictures, publications)Permanent Policy and Procedures Manuals OriginalCurrent version with revision history Policy and Procedures Manuals  CopiesRetain current version onlyAnnual ReportsPermanent PAYROLL DOCUMENTS Record TypeRetention PeriodEmployee Deduction Authorizations4 years after terminationPayroll DeductionsTermination + 7 yearsW-2 and W-4 FormsTermination + 7 yearsGarnishments, Assignments, AttachmentsTermination + 7 yearsLabor Distribution Cost Records7 yearsPayroll Registers (gross and net)7 yearsTime Cards/Sheets2 yearsUnclaimed Wage Records6 years PENSION DOCUMENTS AND SUPPORTING EMPLOYEE DATA General Principle: Pension documents and supporting employee data shall be kept in such a manner that Donors Forum can establish at all times whether or not any pension is payable to any person and if so the amount of such pension. Record TypeRetention PeriodRetirement and Pension RecordsPermanent PERSONNEL RECORDS Record TypeRetention PeriodCommissions/Bonuses/Incentives/Awards7 yearsEEO I /EEO2  Employer Information Reports2 years after superseded or filing (whichever is longer)Employee Earnings RecordsSeparation + 7 yearsEmployee Handbooks 1 copy kept permanentlyEmployee Medical RecordsSeparation + 6 yearsEmployee Personnel Records (including individual attendance records, application forms, job or status change records, performance evaluations, termination papers, withholding information, garnishments, test results, training and qualification records)6 years after separationEmployment Contracts Individual7 years after separationEmployment Records  Correspondence with Employment Agencies and Advertisements for Job Openings3 years from date of hiring decisionEmployment Records  All NonHired Applicants (including all applications and resumes  whether solicited or unsolicited, results of postoffer, preemployment physicals, results of background investigations, if any, related correspondence)2-4 years (4 years if file contains any correspondence which might be construed as an offer)Job Descriptions3 years after supersededPersonnel Count Records3 yearsForms I-93 years after hiring, or 1 year after separation if later PROPERTY RECORDS Record Type Retention PeriodCorrespondence, Property Deeds, Assessments, Licenses, Rights of WayPermanentOriginal Purchase/Sale/Lease AgreementPermanentProperty Insurance PoliciesPermanent TAX RECORDS General Principle: Donors Forum must keep books of account or records as are sufficient to establish amount of gross income, deductions, credits, or other matters required to be shown in any such return. These documents and records shall be kept for as long as the contents thereof may become material in the administration of federal, state, and local income, franchise, and property tax laws. Record TypeRetention PeriodTax-Exemption Documents and Related CorrespondencePermanentIRS RulingsPermanentExcise Tax Records7 yearsPayroll Tax Records7 yearsTax Bills, Receipts, Statements7 yearsTax Returns  Income, Franchise, PropertyPermanentTax Workpaper Packages  Originals7 yearsSales/Use Tax Records7 yearsAnnual Information Returns - Federal and StatePermanentIRS or other Government Audit RecordsPermanent CONTRIBUTION RECORDS Record TypeRetention PeriodRecords of ContributionsPermanent FORMTEXT {Insert Name of Organization}s or other documents evidencing terms of giftsPermanent PROGRAM AND SERVICE RECORDS ,.0:<\^     " F H \ ~peZh$thodCJaJjh5>UjhTuUmHnHuj7h5>UhTujhTuUhgCJaJmHnHu#j.hShn$CJUaJhSCJaJjhSCJUaJjh^?UmHnHujh5>Uh^?jh^?Uh^?CJaJh(hodCJaJ>@Bpskdj$$Ifl0$<($0<(64 lal $$Ifa$gdod$ $Ifa$gd}# $$Ifa$gdodskd$$Ifl0$<($0<(64 lal" ~rr $$Ifa$gdod $$Ifa$gdodukdo$$Ifl0$<($0<(64 lal" $ & F n ymaa $$Ifa$gdod $$Ifa$gdodkd $$IflF$<($ p0<(6    4 lal\ ^ ` j l   2 R ` r   ϹӮtbRhMth^?CJaJmHnHu#jhMth^?CJUaJhMth^?CJaJjhMth^?CJUaJh(hHCJ\aJh(hH5CJaJh(CJaJh(hHCJaJjmh5>Uj)h5>Uh^?h(hodCJaJjh^?UmHnHujh^?Ujh5>Un p r ymaa $$Ifa$gdod $$Ifa$gdodkdO$$IflF$<($ p0<(6    4 lal ymaa $$Ifa$gdod $$Ifa$gdodkd$$IflF$<($ p0<(6    4 lal   ` b yqqk^$a$gdodkd$$IflF$<($ p0<(6    4 lalb r { WN$ & FEƀF)a$gdn= $a$gdSN$ & FEƀF)a$gdn=  { 9:IMsͻث碖̈́ثؖ{o]ثUh^?CJaJ#j hMth^?CJUaJh(hH5CJaJh(CJ\aJ#j hMth^?CJUaJh(h(CJ\aJh(5CJaJhMth^?CJaJmHnHu#j% hMth^?CJUaJhMth^?CJaJjhMth^?CJUaJh(hHCJ\aJh(hn=CJ\aJ :Ie[ $a$gdSN$ & FEƀF)a$gdn=K$Eƀ٢&a$gdSst+,678UV=JKUVWtu  '(efpqrͻث矔͂ثؔpثؔ^ثؔVhTuCJaJ#j hMth^?CJUaJ#ji hMth^?CJUaJ#j hMth^?CJUaJh'3h'3CJaJh'3h'35CJaJhMth^?CJaJmHnHu#j hMth^?CJUaJhMth^?CJaJjhMth^?CJUaJh(hHCJ\aJh(h^?CJ\aJ!=pWMMMC gdY $a$gdTuN$ & FEƀF)a$gdn= $a$gd'3N$ & FEƀF)a$gdn=45?@A^_b.0DFHIJϢϖލ{ϢϖsodsVsMh+CJ\aJjh^?UmHnHuj9 h5>Uh^?jh^?U#j hMth^?CJUaJhTuCJ\aJh(hn=CJ\aJhMth^?CJaJmHnHu#jQ hMth^?CJUaJhMth^?CJaJjhMth^?CJUaJh(hHCJ\aJh(hH5CJaJh+5CJaJpr7U & F  EƀF.^` gdYU & F  EƀF.^` gdY  ^` gdY ^r !56;<CDEVWmn{| !"9:XƾƳh(hHCJH*aJh(hKCJaJhHCJaJh(h@CJaJh(hBCJaJh+CJaJh(heG2CJaJh^?CJaJh7 CJaJh4WCJaJh(hH5CJaJh(hHCJaJ1!SU & F  EƀF.^` gdYU & F  EƀF.^` gdY!6ESU & F  EƀF.^` gdYU & F  EƀF.^` gdYEWnSU & F  EƀF.^` gdYU & F  EƀF.^` gdYn|SU & F  EƀF .^` gdYU & F  EƀF .^` gdYSU & F  EƀF .^` gdYU & F  EƀF .^` gdYSU & F  EƀF.^` gdYU & F  EƀF .^` gdYSU & F  EƀF.^` gdYU & F  EƀF.^` gdY !"9:FG8 $Ifgd^?V & F @ EƀF.^` gdY ^U & F  EƀF.^` gdYFWXRNkd!$$Ifl@0\(64 la`Okd $$Ifl4@0\(64 la` $Ifgd^?MoTNkd$$Ifl@0\(64 la` $Ifgd^?Nkd$$Ifl@0\(64 la`opTNkd$$Ifl@0\(64 la` $Ifgd^?Nkdt$$Ifl@0\(64 la` !"78BCDabyz·scQ#jhTuh5>CJUaJhMthm))CJaJmHnHu#jmhMthm))CJUaJhMthm))CJaJjhMthm))CJUaJhCJaJh CJaJhmCJaJh hmCJaJhKh^?h+CJaJh+CJaJh(h+CJaJh+h(hHCJaJh^?hHCJH*aJTNkd$$Ifl@0\(64 la` $Ifgd^?NkdV$$Ifl@0\(64 la`"#JRTNkd$$Ifl@0\(64 la` $IfgdINkd8$$Ifl@0\(64 la`RSfTNkd$$Ifl@0\(64 la` $IfgdINkd$$Ifl@0\(64 la`WE77 ^gd}# p^`pgd}#X & F pEƀF.^`pgd}#Nkd$$Ifl@0\(64 la`fg-.789V9   + , ƾ}}o}}g^UhH5CJaJhK5CJaJhKCJaJHhFhHCJaJh(hHCJaJh(hH5CJaJh(hH5CJ\aJhm))hm))5CJaJh CJaJhmCJaJhCJaJjhMthm))CJUaJhm))CJaJmHnHuhTuCJaJmHnHuhMthm))CJaJmHnHugh,-.89EVzkk $IfgdTu ^`gd}#V & F @ EƀF.^` gdg @^@gdm)) ^gd}# VW^S ^Ikd$$Ifs@0}Uc(64 sa $IfgdTuIkdK$$Ifs@0}Uc(64 sa'8ZOFF $IfgdTu ^V & F @ EƀF.^` gd}#N C$EƀF^89 ZNkd$$Ifl@0m\(64 la $IfgdTuNkd?$$Ifl@0m\(64 la   , - !OA0$ ^a$gdg ^gd+V & F @ EƀF.^` gdg ^Nkd!$$Ifl@0m\(64 la, - ? 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