Document and Retention Policy
From Thousand Smiles Wiki
Document and Retention Policy
Thousand Smiles Foundation Document Retention/Destruction Policy November 5, 2021
Document Retention Schedule
The following types of documents will be retained for the following periods of time. At least one copy of each document will be retained according to the following schedule.
Corporate Records
Article of Incorporation to apply for corporate status
Permanent
IRS Form 1023 (in the USA) to file for tax-exempt and/or charitable status
Permanent
Letter of Determination (for example, from the IRS in the USA) granting tax- exempt and/or charitable status
Permanent
By Laws
Permanent
Board policies
Permanent
Resolutions
Permanent
Board meeting minutes
Permanent
Sales tax exemption documents
Permanent
Tax or employee identification number designation
Permanent
Annual corporate filings
Permanent
Financial Records
Chart of Accounts
Permanent
Fiscal Policies and Procedures
Permanent
Audits
Permanent
Financial statements
Permanent
General Ledger
Permanent
Check registers/books
7 years
Business expenses documents
7 years
Bank deposit slips
7 years
Cancelled checks
7 years
Invoices
7 years
Investment records (deposits, earnings, withdrawals)
7 years
Property/asset inventories
7 years
Petty cash receipts/documents
3 years
Credit card receipts
3 years
Tax Records
Annual tax filing for the organization (IRS Form 990 in the USA)
Permanent
Payroll registers
Permanent
Filings of fees paid to professionals (IRS Form 1099 in the USA)
7 years
Payroll tax withholdings
7 years
Earnings records
7 years
Payroll tax returns
7 years
W-2 statements
7 years
Personnel Records
Employee offer letters
Permanent
Confirmation of employment letters
Permanent
Benefits descriptions per employee
Permanent
Pension records
Permanent
Employee applications and resumes
7 years after termination
Promotions, demotions, letter of reprimand, termination
7 years after termination
Job descriptions, performance goals
7 years after termination
Workers’ Compensation records
5 years
Salary ranges per job description
5 years
I-9 Forms
5 years after termination
Time reports
3 years after termination
Insurance Records
Property Insurance policy
Permanent
Directors and Officers Insurance policy
Permanent
Workers’ Compensation Insurance policy
Permanent
General Liability Insurance policy
Permanent
Insurance claims applications
Permanent
Insurance dispersements / denials
Permanent
Contracts
All insurance contracts
Permanent
Employee contracts
Permanent
Construction contracts
Permanent
Legal correspondence
Permanent
Loan / mortgage contracts
Permanent
Leases / deeds
Permanent
Vendor contracts
7 years
Warranties
7 years
Donations / Funder Records
Grant dispersal contract
Permanent
Donor lists
7 years
Grant applications
7 years
Donor acknowledgements
7 years
Management Plans and Procedures
Strategic Plans
7 years
Staffing, programs, marketing, finance, fundraising and evaluation plans
7 years
Vendor contacts
7 years
Disaster Recovery Plan
7 years
Email and Other Computer-Based Correspondence
This is in regard to correspondence/information that is developed and/or maintained by employees on the company’s computers, whether it is in regard to work or personal information.
Employee correspondence, e.g., emails
7 years
Document Protection Documents (hardcopy, online or other media) will be stored in a protected environment for the duration of the Document Retention Schedule. Computer backup media will be included.
Document Destruction Hardcopy of documents will be destroyed by shredding or fire after they have been retained until the end of the Document Retention Schedule. Copies of computer backups will be destroyed by fire or other proven means to destroy such media after they have been retained until the end of the Document Retention Schedule.
Provision of Documentation for Investigations or Litigation
Documents requested and subpoenaed by legally authorized personnel will be provided within 5 business days. The Board Chair and CEO will authorize provision. No documents will be concealed, altered or destroyed with the intent to obstruct the investigation or litigation.
