{"id":9868,"date":"2022-02-08T16:38:02","date_gmt":"2022-02-08T23:38:02","guid":{"rendered":"https:\/\/internationalmedicalrelief.org\/?page_id=9868"},"modified":"2022-04-21T13:21:29","modified_gmt":"2022-04-21T19:21:29","slug":"document-retention-and-destruction-policy","status":"publish","type":"page","link":"https:\/\/internationalmedicalrelief.org\/document-retention-and-destruction-policy\/","title":{"rendered":"Document Retention and Destruction Policy"},"content":{"rendered":"\t\t
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Document Retention and Destruction Policy<\/h1>\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t\t<\/div>\n\t\t<\/div>\n\t\t\t\t\t<\/div>\n\t\t<\/section>\n\t\t\t\t
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In accordance with the Sarbanes-Oxley Act, which makes it a crime to alter, cover up, falsify, or destroy any document with the intent of impeding or obstructing any official proceeding, this policy provides for the systematic review, retention, and destruction of documents received or created by International Medical Relief. This policy covers all records and documents, regardless of physical form (including electronic documents), contains guidelines for how long certain documents should be kept and how records should be destroyed. The policy is designed to ensure compliance with federal and state laws and regulations, to eliminate accidental or innocent destruction of records, and to facilitate International Medical Relief\u2019s operations by promoting efficiency and freeing up valuable storage space.<\/p>

Failure on the part of employees or contract staff to follow this policy can result in possible civil and criminal sanctions against International Medical Relief, its employees, and\/or contract staff and possible disciplinary action against responsible individuals.<\/p>

  1. Document Retention<\/u>. Documents shall be maintained for no less than the periods of time set forth below.\u00a0 Documents that are not listed, but are substantially similar to those listed below, will be retained for the commensurate length of time:<\/li><\/ol>\t\t\t\t\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t
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    Corporate Records<\/h4>

    Annual Reports to Secretary of State- Permanent
    <\/strong>Articles of Incorporation – Permanent
    <\/strong>Board Meeting\/Board Committee Minutes – Permanent
    <\/strong>Board Policies\/Resolutions – Permanent
    <\/strong>By-laws – Permanent<\/strong>\u00a0<\/strong><\/p>

    Construction\/Asset Records<\/h4>

    Construction Documents – Permanent
    <\/strong>Fixed Asset Records – Life of Fixed Asset<\/strong><\/p>

    Accounting and Corporate Tax Records<\/h4>

    IRS Application for Tax-Exempt Status (Form 1023) – Permanent
    <\/strong>IRS Determination Letter- Permanent
    <\/strong><\/span>State Sales Tax Exemption Letter – Permanent
    <\/strong>Annual audits and year-end financial statements – Permanent
    <\/strong>Depreciation schedules – Permanent
    <\/strong>IRS Form 990 tax – Permanent
    <\/strong>General ledgers – 7 years
    <\/strong><\/span>Business expense records – 7 years
    <\/strong>IRS Form 1099 – 7 years
    <\/strong>Journal entries – 7 years
    <\/strong>Invoices – 7 years
    <\/strong>Sales records (books) – 5 years
    <\/strong>Petty cash vouchers – 3 years
    <\/strong>Cash receipts – 3 years
    <\/strong>Credit card receipts – 3 years<\/strong><\/p>

    Bank Records<\/h4>

    Check registers – 7 years
    <\/strong>Bank deposit slips – 7 years
    <\/strong>Bank statements and reconciliations – 7 years
    <\/strong>Electronic fund transfer documents – 7 years<\/strong><\/p>

    Payroll and Employment Tax Records<\/h4>

    State unemployment tax records – Permanent
    <\/strong>Payroll records – Permanent
    <\/strong>Garnishment records – 7 years
    <\/strong>Payroll tax returns – 7 years
    <\/strong>W-2 statements – 7 years
    <\/strong>Employment tax records – At least 4 years after filing of\u00a0the year\u2019s 4th<\/sup> qtr. (or longer, if req\u2019d by state law)<\/strong><\/p>

    Human Resource records<\/h4>

    Employment and termination agreements – Permanent<\/strong>
    Retirement and pension plan documents –\u00a0 Permanent<\/strong>
    Promotion, demotion or discharge records –\u00a0 7 years after termination
    <\/strong>Accident reports\/workers\u2019 compensation records – 5 years
    <\/strong>Background checks, drug test results, driving records and employment verifications – 5 years
    <\/strong>Resumes, employment applications, etc. (non-hires) – 3 years<\/strong>
    Timesheets, compensation history and job history – 4 years after termination
    <\/strong>Performance appraisals and disciplinary records – 4 years after termination<\/strong><\/p>

    I-9 forms – 3 years after hire date or\u00a01 year after termination<\/strong><\/p>

    Donor and grant records<\/h4>

    Donor records and acknowledgment letters – 7 years
    <\/strong>Grant applications and contracts – 7 years after expiration<\/strong><\/p>

    General<\/h4>

    Contracts – 7 years after expiration
    <\/strong>Correspondence (general) – 3 years<\/strong><\/p>

    Legal, insurance and safety records<\/h4>

    Appraisals – Permanent
    <\/strong>Copyright and trademark registrations – Permanent
    <\/strong>Environmental studies – Permanent
    <\/strong>Insurance policies – Permanent
    <\/strong>Real estate documents – Permanent
    <\/strong>Stock and bond records – Permanent
    <\/strong>\u00a0Leases – 7 years after expiration
    <\/strong>OSHA documents – 5 years<\/strong><\/p>\t\t\t\t\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t

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    1. Electronic Documents and Records<\/u>. Electronic documents may be permanently deleted on the timetable set forth above. During the relevant retention period, all electronic documents shall be backed up on a regular basis. If a user has sufficient reason to keep an email message, the message should be printed in hard copy, and kept in the appropriate file or moved to an \u201carchive\u201d computer file folder.<\/li>
    2. Storage<\/u>. International Medical Relief\u2019s records will be stored in a safe, secure, and accessible manner.<\/li>
    3. Emergency<\/u>. Documents and financial files that are essential to keeping International Medical Relief operating in an emergency will be duplicated or backed up at least every week and maintained off site.<\/li>
    4. Document Destruction.<\/u> International Medical Relief\u2019s Executive Director shall be responsible for the ongoing process of identifying its records, which have met the required retention period and overseeing their destruction or designating someone who shall be responsible for such process. Destruction of financial and personnel-related documents will be accomplished by shredding. Document destruction will be suspended immediately, upon any indication of an official investigation or when a lawsuit is filed or appears imminent. Destruction will be reinstated upon conclusion of the investigation.<\/li>
    5. Review of Procedures<\/u>. International Medical Relief shall review this Policy and these procedures with International Medical Relief\u2019s certified public accountant to ensure that it is in compliance with new or revised regulations.<\/li><\/ol>\t\t\t\t\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t\t<\/div>\n\t\t<\/div>\n\t\t\t\t\t<\/div>\n\t\t<\/section>\n\t\t\t\t<\/div>\n\t\t","protected":false},"excerpt":{"rendered":"

      In accordance with the Sarbanes-Oxley Act, which makes it a crime to alter, cover up, falsify, or destroy any document with the intent of impeding or obstructing any official proceeding, this policy provides for the systematic review, retention, and destruction of documents received or created by International Medical Relief. This policy covers all records and documents, regardless of physical form (including electronic documents), contains guidelines for how long certain documents should be kept and how records should be destroyed. The policy is designed to ensure compliance with federal and state laws and regulations, to eliminate accidental or innocent destruction of […]<\/p>\n","protected":false},"author":1,"featured_media":9524,"parent":0,"menu_order":0,"comment_status":"closed","ping_status":"closed","template":"elementor_header_footer","meta":{"_acf_changed":false,"site-sidebar-layout":"no-sidebar","site-content-layout":"page-builder","ast-site-content-layout":"default","site-content-style":"default","site-sidebar-style":"default","ast-global-header-display":"","ast-banner-title-visibility":"","ast-main-header-display":"","ast-hfb-above-header-display":"","ast-hfb-below-header-display":"","ast-hfb-mobile-header-display":"","site-post-title":"disabled","ast-breadcrumbs-content":"","ast-featured-img":"disabled","footer-sml-layout":"","theme-transparent-header-meta":"default","adv-header-id-meta":"","stick-header-meta":"default","header-above-stick-meta":"","header-main-stick-meta":"","header-below-stick-meta":"","astra-migrate-meta-layouts":"default","ast-page-background-enabled":"default","ast-page-background-meta":{"desktop":{"background-color":"","background-image":"","background-repeat":"repeat","background-position":"center center","background-size":"auto","background-attachment":"scroll","background-type":"","background-media":"","overlay-type":"","overlay-color":"","overlay-opacity":"","overlay-gradient":""},"tablet":{"background-color":"","background-image":"","background-repeat":"repeat","background-position":"center center","background-size":"auto","background-attachment":"scroll","background-type":"","background-media":"","overlay-type":"","overlay-color":"","overlay-opacity":"","overlay-gradient":""},"mobile":{"background-color":"","background-image":"","background-repeat":"repeat","background-position":"center center","background-size":"auto","background-attachment":"scroll","background-type":"","background-media":"","overlay-type":"","overlay-color":"","overlay-opacity":"","overlay-gradient":""}},"ast-content-background-meta":{"desktop":{"background-color":"var(--ast-global-color-5)","background-image":"","background-repeat":"repeat","background-position":"center center","background-size":"auto","background-attachment":"scroll","background-type":"","background-media":"","overlay-type":"","overlay-color":"","overlay-opacity":"","overlay-gradient":""},"tablet":{"background-color":"var(--ast-global-color-5)","background-image":"","background-repeat":"repeat","background-position":"center center","background-size":"auto","background-attachment":"scroll","background-type":"","background-media":"","overlay-type":"","overlay-color":"","overlay-opacity":"","overlay-gradient":""},"mobile":{"background-color":"var(--ast-global-color-5)","background-image":"","background-repeat":"repeat","background-position":"center center","background-size":"auto","background-attachment":"scroll","background-type":"","background-media":"","overlay-type":"","overlay-color":"","overlay-opacity":"","overlay-gradient":""}},"footnotes":""},"class_list":["post-9868","page","type-page","status-publish","has-post-thumbnail","hentry"],"acf":[],"_links":{"self":[{"href":"https:\/\/internationalmedicalrelief.org\/wp-json\/wp\/v2\/pages\/9868","targetHints":{"allow":["GET"]}}],"collection":[{"href":"https:\/\/internationalmedicalrelief.org\/wp-json\/wp\/v2\/pages"}],"about":[{"href":"https:\/\/internationalmedicalrelief.org\/wp-json\/wp\/v2\/types\/page"}],"author":[{"embeddable":true,"href":"https:\/\/internationalmedicalrelief.org\/wp-json\/wp\/v2\/users\/1"}],"replies":[{"embeddable":true,"href":"https:\/\/internationalmedicalrelief.org\/wp-json\/wp\/v2\/comments?post=9868"}],"version-history":[{"count":0,"href":"https:\/\/internationalmedicalrelief.org\/wp-json\/wp\/v2\/pages\/9868\/revisions"}],"wp:featuredmedia":[{"embeddable":true,"href":"https:\/\/internationalmedicalrelief.org\/wp-json\/wp\/v2\/media\/9524"}],"wp:attachment":[{"href":"https:\/\/internationalmedicalrelief.org\/wp-json\/wp\/v2\/media?parent=9868"}],"curies":[{"name":"wp","href":"https:\/\/api.w.org\/{rel}","templated":true}]}}