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The Archaeological Conservancy
RECORD RETENTION AND DOCUMENT DESTRUCTION POLICY
Adopted by the Board of Directors on February 4, 2012

The Archaeological Conservancy (the Conservancy) shall retain records for the period of their immediate or current use, unless longer retention is necessary for historical reference or to comply with contractual or legal requirements.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 outlined in this policy include paper, electronic files (including e-mail) and voicemail records regardless of where the document is stored, including network servers, desktop or laptop computers and handheld computers and other wireless devices with text messaging capabilities.

A Conservancy employee shall not knowingly destroy a document with the intent to obstruct or influence an “investigation or proper administration of any matter within the jurisdiction of any department agency of the United States….or in relation to our contemplation of such matter or case.” If an official investigation is underway or even suspected, document purging must stop in order to avoid criminal obstruction.

In order to eliminate accidental or innocent destruction, the Conservancy has the following document retention requirements:


Type of Document

Minimum Best Practice Requirement

Accounts receivable & payable ledgers & schedules

Permanently

Articles of Incorporation, charter, bylaws, minutes and other incorporation records

Permanently

Audit Reports, Financial Statements (year end): general/private ledgers, trial balance, journals

Permanently

Bank Reconciliation

Permanently

Bank statements, deposit records, electronic fund transfer documents, and cancelled checks

Permanently

Chart of accounts

Permanently

Checks (for important payments & purchases)

Permanently

Contracts, mortgages, notes and leases (expired)

Permanently

Contracts (still in effect)

Permanently

Copyright information

Permanently

Correspondence (general)

Permanently

Correspondence (legal and important matters)

Permanently

Correspondence (with members and vendors)

Permanently

Deeds, mortgages, and bills of sale

Permanently

Depreciation schedules

Permanently

Donations

Permanently

EEOC reports

Permanently

Employee demographic info & compensation records

Permanently

Employment applications

Permanently

Expense Analyses/expense distribution schedules

Permanently

Garnishments

Permanently

Grants (un-funded)

Permanently

Grants (funded)

Permanently

Insurance records, current accident reports, claims, policies, etc.

Permanently

Internal audit reports

Permanently

Invoices (to customers, from vendors)

Permanently

Inventory records

Permanently

Loan documents and notes

Permanently

Payroll records & summaries including records related to employees leave

Permanently

Personnel files (terminated employees)

Permanently

Purchase orders

Permanently

Retirement and pensions records including Summary Plan Descriptions (ERISA)

Permanently

Tax returns and worksheets including W-2’s

Permanently

Timesheets

Permanently

Trademark registrations and copyrights

Permanently

Withholding tax statements (FICA, FUTA, Federal Income)

Permanently

Workers compensation documentation

Permanently

 

 

 

 

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