Document Destruction Policy - Happendance

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Happendance, Inc.
Document (Record) Retention & Destruction Policy
(Board Adopted 8/17/2015)

Happendance, Inc. shall retain records for the period of their immediate or current use, unless longer retention is necessary for historical reference or to comply with contractual or legal requirements. Records and documents include paper and electronic files regardless of where the document is stored, including network servers, desktop or laptop computers and other wireless devices with text messaging capabilities.
Records will be kept according to the following schedule:

Administration:
Articles of Incorporation
Board of directors minutes, notes and reports
Bylaws
Committee reports
Contracts Expiration
Correspondence (general)
Deeds
Leases Expiration
Legal claims and litigation files
Mortgages
Press releases

Finance:
Auditors reports, IRS-990
Bank statements and cancelled checks
Budgets
Depreciation records
Expense reports
General ledgers and journal entries
Insurance policies
Invoices
Inventory
IRS 1099’s
Petty cash vouchers
Property tax returns
Subsidiary ledgers (A/R, A/P, etc.)

Human Resources:
Accident Reports
Employee earnings/payroll records
Employment and termination recordst
Garnishment
I-9 Reports
Payroll registers
Payroll tax returns
Pension documents/profit sharing plans
Personnel Applications
Personnel files (terminated employees)
Time cards/sheets
Workers compensation documentation

Other:
Donor records and acknowledgements
Grant application and contracts

Permanent
Permanent
Permanent
3 Years
+ 7 Years
3 Years
Permanent
+ 7 Years
Permanent
Permanent
Permanent


Permanent
7 Years
7 Years
Permanent
7 Years
7 Years
Permanent
7 Years
7 Years
Permanent
7 Years
Permanent
7 Years


7 Years
3 Years
Permanent
7 Years
3 Years from date of hire or 1 Year after termination
7 Years
7 Years
Permanent
1 Year
7 Years after termination
3 Years
10 Years after 1st closure


7 Years
5 Years after completion
Responsibilities:
The Office Manager and CEO shall be responsible for managing the retention, storage, and destruction of records. They will manage and store all pertinent to day-to-day information and records.

Physical Storage:
Current financial records will be maintained on-site along with one year of prior fiscal information. Current human resource records will be kept on site for as long as the employee is active and/or according to state and federal requirements. Financial records older than one year and human resource records no longer necessary for daily operation will be stored in a secured off-site location. Off-site records may be reviewed but will require that the accounting manager or human resource officer receive a written request and have adequate time to requisition the records and find staff to pick them up from the storage facility.

Record Destruction:
Records are automatically destroyed based on dates placed on boxes sent to the off-site storage location.

Review and Management:
The Office Manager shall establish an annual schedule to review retained records for determination of retention and disposal requirements. The report produced will be available for review by any officer, board member or staff. The report shall be presented annually to the President/CEO for his review and sign off.
 
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