Document Retention and Destruction Policy for Kindness Ranch
Document Retention and Destruction Policy for Kindness Ranch
Kindness Ranch is committed to ensuring that all documents and records are maintained, stored, and disposed of in a responsible and compliant manner. This policy outlines the procedures for the retention and destruction of organizational records to ensure transparency, efficiency, and compliance with legal requirements.
1. Purpose
The purpose of this policy is to establish guidelines for the retention and proper disposal of records to comply with legal requirements and maintain organizational efficiency.
2. Scope
This policy applies to all documents, whether in physical or electronic form, created or received by Kindness Ranch in the course of its operations.
3. Retention Period
The following categories of records must be retained for the specified periods, after which they should be reviewed and, if appropriate, destroyed:
- Corporate Records (e.g., Articles of Incorporation, Bylaws, Board Meeting Minutes): Permanent
- Financial Records (e.g., Financial Statements, Audit Reports, Tax Returns): 7 years
- Personnel Records (e.g., Employee Files, Employment Agreements): 7 years after employment ends
- Programmatic Records (e.g., Reports, Grant Documentation): 5 years
- Legal and Contractual Records (e.g., Contracts, Leases, Agreements): 7 years after expiration
- Donor Records (e.g., Donation Receipts, Acknowledgment Letters): 5 years
- Electronic Records and Emails: Retained as applicable based on the category of the document.
4. Destruction Procedures
Records that have met the required retention period and are no longer needed for business or legal purposes will be destroyed securely. Paper documents will be shredded, and electronic records will be permanently deleted to ensure they are irretrievable.
5. Suspension of Destruction
If a legal case, audit, or investigation is pending or anticipated, the destruction of relevant records will be suspended until the issue is resolved.
6. Compliance
Failure to comply with this policy may result in disciplinary action. This policy will be reviewed annually to ensure compliance with legal and regulatory requirements.