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Sample Document Retention and Destruction Policy <br /> PURPOSE OF THIS TOOL: Certain federal laws prohibit the destruction of certain <br /> documents. Not-for-profit organizations should have a written, mandatory document <br /> retention and periodic destruction policy. Policies such as this will eliminate accidental or <br /> innocent destruction. In addition, it is important for administrative personnel to know the <br /> length of time records should be retained to be in compliance. <br /> Document Destruction <br /> The Document Retention and Destruction Policy identifies the record retention responsibilities <br /> of staff, volunteers, members of the board of directors, and outsiders for maintaining and <br /> documenting the storage and destruction of the organization's documents and records. <br /> The organization's staff, volunteers, members of the board of directors, committee members <br /> and outsiders (independent contractors via agreements with them) are required to honor the <br /> following rules: <br /> a. Paper or electronic documents indicated under the terms for retention in the following <br /> section will be transferred and maintained by(fill in the blank based on the organization's <br /> practices); <br /> b. All other paper documents will be destroyed after three years; <br /> c. All other electronic documents will be deleted from all individual computers, data bases, <br /> networks, and back-up storage after one year; <br /> d. No paper or electronic documents will be destroyed or deleted if pertinent to any ongoing <br /> or anticipated government investigation or proceeding or private litigation (check with legal <br /> counsel or the human resources department for any current or foreseen litigation if <br /> employees have not been notified); and <br /> e. No paper or electronic documents will be destroyed or deleted as required to comply with <br /> government auditing standards (Single Audit Act). <br /> Record Retention <br /> The following table* indicates the minimum requirements and is provided as guidance to <br /> customize in determining your organization's document retention policy. Because statutes of <br /> limitations and state and government agency requirements vary from state to state, each <br /> organization should carefully consider its requirements and consult with legal counsel before <br /> adopting a Document Retention and Destruction Policy. In addition, federal awards and other <br /> 'Adapted from National Council of Nonprofits. <br /> Copyright MO.A1CPA Mc.All Rights Reserved. 6 5_:1111 <br /> Permission is granted to download the tools and tailor or customize for interval use. <br />