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Records Retention

A resource of the Evangelical Council for Financial Accountability | posted 7/29/2008
This article provided by the Engstrom Institute

An organization's record policies should ensure that necessary records and documents of are adequately protected and maintained and ensure that records that are no longer needed or are of no value are discarded at the proper time. In addition, it can aid employees in understanding their obligations in retaining electronic documents— including e-mail, Web files, text files, sound and movie files, PDF documents, and all Microsoft Office or other formatted files.

RECORD RETENTION AND DESTRUCTION POLICY

1) Policy

This Policy represents the {Name of Organization}'s policy regarding the retention and disposal of records and the retention and disposal of electronic documents.

2) Administration

Attached as Appendix A is a Record Retention Schedule that is approved as the initial maintenance, retention and disposal schedule for physical records of {Name of Organization} and the retention and disposal of electronic documents. The {insert title of policy administrator} (the "Administrator") is the officer in charge of the administration of this Policy and the implementation of processes and procedures to ensure that the Record Retention Schedule is followed. The Administrator is also authorized to: make modifications to the Record Retention Schedule from time to time to ensure that it is in compliance with local, state and federal laws and includes the appropriate document and record categories for {Name of Organization}; monitor local, state and federal laws affecting record retention; annually review the record retention and disposal program; and monitor compliance with this Policy.

3) Suspension of Record Disposal In Event of Litigation or Claims

In the event {Name of Organization} is served with any subpoena or request for documents or any employee becomes aware of a governmental investigation or audit concerning {Name of Organization} or the commencement of any litigation against or concerning {Name of Organization}, such employee shall inform the Administrator and any further disposal of documents shall be suspended until shall time as the Administrator, with the advice of counsel, determines otherwise. The Administrator shall take such steps as is necessary to promptly inform all staff of any suspension in the further disposal of documents.

4) Applicability

This Policy applies to all physical records generated in the course of {Name of Organization}'s operation, including both original documents and reproductions. It also applies to the electronic documents described above.