Plant Based Nutrition Support Group (PBNSG) Document Retention and Destruction Policy
Effective Date: 8/15/2024
Approved by: Board of Directors
1. Purpose
The purpose of this Document Retention and Destruction Policy is to provide guidelines for the proper retention and destruction of documents and records of Plant Based Nutrition Support Group (PBNSG) in compliance with legal, regulatory, and organizational requirements. This policy ensures that PBNSG maintains necessary records for operational, legal, and historical purposes and disposes of outdated or unnecessary documents in an appropriate manner.
2. Scope
This policy applies to all physical and electronic documents generated, received, or maintained by PBNSG, including those by employees, volunteers, board members, and contractors. It includes all records regardless of format, including paper, digital files, emails, audio recordings, and other forms of documentation.
3. General Guidelines
a. Storage of Documents:
Documents should be stored in a secure location that is protected from unauthorized access, loss, damage, or theft. Electronic documents should be backed up regularly and stored securely.
b. Access to Documents:
Access to sensitive or confidential documents should be limited to individuals who require it for legitimate business purposes. Permissions should be managed to prevent unauthorized access.
4. Retention Schedule
PBNSG will retain documents according to the following schedule, which is consistent with legal requirements and best practices:
Corporate Records:
Articles of Incorporation: Permanent
Bylaws and Amendments: Permanent
Meeting Minutes of the Board and Committees: Permanent
Annual Reports to the Secretary of State/Attorney General: Permanent
Corporate Resolutions: Permanent
IRS Application for Tax-Exempt Status (Form 1023): Permanent
IRS Determination Letter: Permanent
State Sales Tax Exemption Letter: Permanent
Financial Records:
Audited Financial Statements: Permanent
General Ledgers and Journals: 7 Years
Bank Statements and Reconciliations: 7 Years
Expense Records: 7 Years
Invoices: 7 Years
Investment Records: 7 Years after Disposal
Payroll Records: 7 Years
Tax Records:
Tax Returns (Federal, State, and Local): Permanent
Tax-Exemption Documents and Related Correspondence: Permanent
IRS 990 Filings and Related Documents: Permanent
Grant Records:
Original Grant Proposals: 7 Years after Completion
Grant Agreements and Reports: 7 Years after Completion
Human Resources Records:
Employee Personnel Files: 7 Years after Termination
Employment Contracts: 7 Years after Termination
Payroll Records and Summaries: 7 Years
Employee Benefit Plan Documents: Permanent
Volunteer Records: 7 Years after Involvement
Legal and Contracts:
Contracts and Agreements: 7 Years after Termination
Legal Correspondence: Permanent
Litigation Files: 7 Years after Settlement
Donor Records:
Donor Acknowledgment Letters: 7 Years
Donor Records and Correspondence: 7 Years
Electronic Records:
Emails Related to Business Matters: 3 Years
Electronic Documents (Word, Excel, PDFs): Follow retention schedule for equivalent paper documents
5. Destruction of Documents
a. Regular Destruction:
Documents that have reached the end of their retention period should be destroyed in a manner that ensures the confidentiality of sensitive information. Paper documents should be shredded, and electronic documents should be deleted and overwritten where possible.
b. Litigation Hold:
If PBNSG is involved in litigation or government investigation, all relevant documents (including those scheduled for destruction) must be retained until the matter is resolved and the hold is lifted.
c. Documentation of Destruction:
A log of destroyed documents should be maintained, detailing the type of document, date of destruction, and method used.
6. Responsibility
The Executive Director or a designated staff member is responsible for implementing this policy and ensuring that document retention and destruction practices are carried out in compliance with this policy. They are also responsible for educating employees, volunteers, and board members about the policy.
7. Policy Review
This policy will be reviewed annually by the Board of Directors to ensure compliance with changing legal requirements and best practices. Updates or modifications to the policy will be made as necessary.