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.
SummaryThe 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.
DetailsThis 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 AcknowledgmentAll 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.
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