Document Retention Policy

Adopted by Resolution of the Governing Board of Pro-Animal Future

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 RetentionSeven-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


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