> For the complete documentation index, see [llms.txt](https://handbook.proanimal.org/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://handbook.proanimal.org/other/corporate/bylaws/document-retention-policy.md). # Document Retention Policy In order to adopt a Document Retention and Destruction Policy, the Board of Directors of Pro-Animal Future has resolved that all critical information will be retained for seven years or permanently, as described in the categories below. Records will be retained, at the discretion of the Board, either in hard copy or in electronic form; provided, however, if retained electronically, then a second copy of the data shall be made and stored at a second site. Policy is to cooperate with any reasonable request for information from Government agencies. Notwithstanding any retention guidelines, under no circumstances shall any records (written or electronic) known to be the subject of, or germane to, any anticipated or pending lawsuit or governmental investigation be removed, altered, or destroyed. | Permanent Retention | Seven-Year Retention | | ------------------------------------------------------------- | ------------------------------------------------ | | Audit reports | Accounts payable ledgers and schedules | | Checks (for important payments and purchases) | Bank reconciliations | | Contracts (still in effect) | Bank statements | | Correspondence (legal and important matters) | Checks (but permanent for important payments) | | Deeds, mortgages, and bills of sale | Contracts, mortgages, notes and leases (expired) | | Depreciation schedules | Correspondence (general) | | Donor records | Correspondence (donors, grantees, vendors) | | Financial statements (year end) | Duplicate deposit slips | | Grant records | Employment applications | | Insurance records, current accident reports, claims, policies | Expense analyses/expense distribution schedules | | Minute books, bylaws, and charter Patents and related papers | Internal audit reports | | Retirement and pension records | Inventories of products, materials, and supplies | | Tax returns and worksheets | Payroll records and summaries | | Trademark registrations and copyrights | Personnel files (terminated employees) | | Withholding tax statements | Timesheets | --- # Agent Instructions This documentation is published with GitBook. GitBook is the documentation platform designed so that both humans and AI agents can read, navigate, and reason over technical content effectively. Learn more at gitbook.com. ## Querying This Documentation If you need additional information that is not directly available in this page, you can query the documentation dynamically by asking a question. Perform an HTTP GET request on the current page URL with the `ask` query parameter, and the optional `goal` query parameter: ``` GET https://handbook.proanimal.org/other/corporate/bylaws/document-retention-policy.md?ask=&goal= ``` `ask` is the immediate question: it should be specific, self-contained, and written in natural language. `goal` is optional and describes the broader end goal you are ultimately trying to accomplish on behalf of the user. GitBook uses it to tailor the answer towards what is most useful for that goal. The response will contain a direct answer to the question and relevant excerpts and sources from the documentation. Use this mechanism when the answer is not explicitly present in the current page, you need clarification or additional context, or you want to retrieve related documentation sections.