Jurisdiction: Federal
Description
Non-Profit Records Retention & Destruction Policy
Non-Profit Records Retention & Destruction Policy Preparation Form (Coming Soon) – We recommend that you gather the information in this form prior to accessing the online questionnaire. Doing so will help you efficiently create your custom Non-Profit Records Retention & Destruction Policy.
Summary
The authors have designed this Records Retention and Destruction Policy (also known as a Recordkeeping Policy or a Records Maintenance Policy) to establish and describe how a non-profit expects its directors, officers, employees, volunteers, and agents to manage its information (whether in electronic files, emails, or hard copy) from creation through destruction, according to applicable laws and the non-profit’s particular legal and operational needs.Details
This policy serves many important functions. For example, it:- Ensures the non-profit’s commitment to compliance with all document retention laws and regulations;
- Helps protect records that are potentially relevant to a pending or future lawsuit or government investigation from being destroyed before the discovery process;
- Describes how to comply with a litigation hold;
- Communicates the non-profit’s expectations about which records employees may discard and when;
- Provides employers with a legal defense to some document production requests when certain records have been deleted or destroyed; and
- Safeguards proprietary information, which can help companies manage and reduce operational and reputational risks.
Employee Training and Acknowledgment
All directors, officers, employees, volunteers, and agents should receive proper training on document retention and litigation hold procedures. This training will assist the non-profit in minimizing instances of lost or improperly destroyed records. In general, all directors, officers, employees, volunteers, and agents should complete training during orientation and repeat training at least once annually. Attendees should sign a certification acknowledging that they 1) attended the training and 2) understand the Records Retention and Destruction Policy’s requirements at the conclusion of each training session to reinforce the training. This document can be purchased as a stand along document or as part of our Non-Profit Compliance Package.Additional Documents
Legal Disclaimers
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Using Helix’s documents is not a substitute for the expertise of an attorney. Thus, you should not use Helix’s system-generated documents as a substitute for legal advice. Additionally, you should not construe Helix’s system-generated documents as legal advice. Helix does not review any information provided to it for legal accuracy or sufficiency. Helix does not apply the law to the facts of your situation, and Helix does not draw legal conclusions. Further, Helix does not provide opinions about your selection of documents. Users seeking legal advice should consult a qualified licensed attorney.
Even though Helix seeks to ensure that document content is up-to-date, laws change rapidly. Therefore, Helix does not guarantee that each document is completely current. The law differs in each legal jurisdiction and may be applied differently depending on your factual circumstances. If you are unsure whether your situation requires a specific document or whether the document’s contents are legally sufficient for your specific purposes, you should consult a qualified licensed attorney.
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Non-Profit Records Retention & Destruction Policy