Document Destruction and Record Retention Policies
Animals Under Protection; A No-Kill Animal Shelter in Boca Raton, Florida – (561) 482-8110

Document Destruction and Record Retention Policies

The Sarbanes-Oxley Act, signed into law in 2002, was designed to add new governance standards for the corporate sector to rebuild public trust in publicly held companies. While the majority of the act deals directly with for profit corporations, two standards in the act – document destruction and whistleblower protection – cover non-profit corporations. While the majority of the act deals directly with for profit corporations, two standards in the act, document destruction and whistle-blower protection, cover non-profit corporations. The following policy covers our document destruction and retention policies. Whereas, our whistle-blower policy is written as a separate document.

Tri County Animal Rescue, Boca Raton (TCAR) shall retain records for the period of their immediate or current use, unless longer retention is necessary for historical reference or to comply with contractual or legal requirements. Records and documents outlined in this policy include paper, electronic files (including e-mail) and voicemail records regardless of where the document is stored, including network servers, desktop or laptop computers and handheld computers and other wireless devices with text messaging capabilities.

A TCAR employee shall not knowingly destroy a document with the intent to obstruct or influence and “investigation or proper administration of any matter within the jurisdiction of any department agency of the United States….or in relation to or contemplation of such matter or case.” If an official investigation is underway or even suspected, document purging must stop in order to avoid criminal obstruction. In order to eliminate accidental or innocent destruction, TCHS has the following document retention requirements:

Document Type Duration of Retention
Accounts receivable & payable ledgers 7 years
Articles of Incorporation and bylaws Permanently
Audit reports & Financial Statements Permanently
Bank Reconciliation, statements, balances, Fund transfer documents & cancelled checks 3 Years
Chart of Accounts Permanently
Check Ledgers Permanently
Contracts (Adoption) Permanently
Contracts (still in effect) Permanently
Correspondence (general) 3 years
Correspondence (legal and important matters) Permanently
Correspondence (client, volunteer, vendor) 1 year
Deeds, mortgages and bills of sale Permanently
Donations 7 years
Employee demographic info and compensation records (Davis-Bacon Act, Service Contract Act & Walsh-Healy Public Contract Act) 3 years
Employment application (depending on the number of employees, employers must retain applications and other or taking the personnel action personnel records relating to hires, rehires, tests, promotions, transfers, demotions, selection for training, layoffs, recall, termination or discharge) (Civil Rights Act of 1964, Title VII, ADA, ADEA) 3 years from making the record
Expense Analyses/Expense Distribution Schedules 7 years
Garnishments 7 years
Grants (un-funded) 1 year
Grants (funded) 7 years after closure
I-9 Term of employment and 1 year thereafter
Insurance records, current accident reports, claims, policies, etc. Permanently
Internal audit reports 7 years
Invoices (vendors) 7 years
Inventory records 7 years
Loan documents and notes Permanently
Payroll records & summaries including records related to employee leave (Equal Pay Act, FLSA) 7 years
Personnel files (terminated employees) (Title VII, ADA, ADEA) 7 years after termination
Polygraph test results and records (Employee Polygraph Protection Act) 3 years
Purchase Orders 7 years
Tax Returns and worksheets including W-2’s Permanently
Timesheets 7 years
Trademark registration and copyrights Permanently
Withholding tax statements (FICA, FUTA, Federal Income) 7 years
Worker Compensation documentation 10 years after 1st closure
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