Tutors for Kids, Inc.
Purpose
Tutors for Kids, Inc. is committed to maintaining accurate records while ensuring documents are retained only as long as required by law or organizational need. This Document Retention and Destruction Policy establishes guidelines for the retention, storage, and destruction of organizational records.
Scope
This policy applies to all documents and records created, received, or maintained by Tutors for Kids, Inc., including records in paper, electronic, email, and digital formats. It applies to board members, officers, employees, volunteers, and contractors.
General Guidelines
- Records shall be retained for the period required by applicable federal, state, and local laws, as well as operational and governance needs.
- Records must be stored securely to protect confidentiality and prevent unauthorized access.
- Documents may be destroyed only in accordance with this policy and not while they are subject to litigation, audit, investigation, or legal hold.
Legal Hold
If Tutors for Kids, Inc. becomes aware of pending or anticipated litigation, audit, or government investigation, all relevant records must be preserved immediately. Destruction of records related to such matters is strictly prohibited until the legal hold is lifted.
Record Retention Schedule
The following retention guidelines apply unless otherwise required by law:
Permanent Records
The following records shall be retained permanently:
- Articles of Incorporation and amendments
- IRS determination letters
- Bylaws and amendments
- Board of Directors meeting minutes and resolutions
- Policies adopted by the Board (including Whistleblower and Conflict of Interest policies)
- Annual reports
Financial Records
- IRS Forms 990 and related filings – Permanent
- Audited financial statements – Permanent
- Bank statements and reconciliations – 7 years
- General ledgers – 7 years
- Payroll records – 7 years
- Expense reports and receipts – 7 years
Donor and Fundraising Records
- Donation records and acknowledgments – 7 years
- Grant agreements and reports – 7 years
- Fundraising event records – 7 years
Personnel and Volunteer Records
- Employee personnel files – 7 years after separation
- Volunteer applications and agreements – 7 years after service ends
- Background checks (if applicable) – 7 years
Contracts and Legal Records
- Contracts and leases – 7 years after expiration
- Insurance policies – Permanent
- Legal correspondence – 7 years after resolution
Program and Operational Records
- Program reports and evaluations – 7 years
- Client or participant records – 7 years, subject to privacy laws
Destruction of Records
When records have met their required retention period and are not subject to a legal hold, they may be destroyed in a secure manner:
- Paper records shall be shredded
- Electronic records shall be permanently deleted
- Confidential records must be destroyed in a way that protects sensitive information
Destruction should be carried out under the supervision of authorized personnel.
Responsibility for Compliance
The Board of Directors of Tutors for Kids, Inc. is responsible for overseeing compliance with this policy. Day-to-day administration may be delegated to designated staff or officers.
Policy Review
This policy shall be reviewed periodically by the Board of Directors and updated as necessary to ensure ongoing compliance with legal and regulatory requirements.