Records Retention Policy

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shall retain records for the period of their immediate or current use, unless longer retention is necessary for historical reference or to comply with contractual or legal requirements.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