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 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