Bonneville Cycling Club (BCC) Nonprofit
Document Destruction and Retention Policy
The purpose of this Policy is to ensure that necessary records and documents are adequately protected and maintained and to ensure that records that are no longer needed by the Bonneville Cycling Club or are of no value are discarded at the proper time. This Policy is also for the purpose of aiding members of Bonneville Cycling Club 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.
In this document, there is a Record Retention Schedule that is approved as the initial maintenance, retention and disposal schedule for physical records of Bonneville Cycling Club and the retention and disposal of electronic documents. The BCC board of directors is 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 board 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 BCC; monitor local, state and federal laws affecting record retention; annually review the record retention and disposal program; and monitor compliance with this Policy.
Suspension of Record Disposal In Event of Litigation or Claims
In the event BCC is served with any subpoena or request for documents or any member becomes aware of a governmental investigation or audit concerning BCC or the commencement of any litigation against or concerning BCC, such members shall inform the BCC board of directors and any further disposal of documents shall be suspended until such time as the BCC board of directors, with the advice of counsel, determines otherwise. The BCC board of directors shall take such steps as is necessary to promptly inform all members of any suspension in the further disposal of documents.
This Policy applies to all physical records generated in the course of BCC’s operation, including both original documents and reproductions. It also applies to the electronic documents described above.
This Policy was approved by the Board of Directors of BCC on October 4th, 2017.
The Document Retention and Destruction Policy identifies the record retention responsibilities of members, volunteers, and members of the board of directors, and third parties contracting with BCC for maintaining and documenting the storage and destruction of the BCC’s documents and records.
The organization’s members, volunteers, members of the board of directors, and third parties contracting with BCC are required to honor the following rules:
a. Paper or electronic documents indicated under the terms for retention in the following section will be transferred and maintained by the BCC’s board of directors.
b. All other paper documents will be destroyed after three years;
c. No paper or electronic documents will be destroyed or deleted if pertinent to any ongoing or anticipated government investigation or proceeding or private litigation and
d. No paper or electronic documents will be destroyed or deleted as required to comply with government auditing standards (Single Audit Act).
Type of Document
|Accounts payable ledgers and schedules||7 years|
|Bank reconciliations||2 years|
|Bank statements||3 years|
|Contracts, mortgages, notes, and leases (expired)||7 years|
|Contracts (still in effect)||Contract period|
|Correspondence (general)||2 years|
|Correspondence (legal and important matters)||Permanently|
|Correspondence (with customers and vendors)||2 years|
|Deeds, mortgages, and bills of sale||Permanently|
|Duplicate deposit slips||2 years|
|Expense analyses/expense distribution schedules||7 years|
|Year-end financial statements||Permanently|
|Injury Reports & Associated Documents||Permanently|
|Insurance records, current accident reports, claims, policies, and so on (active and expired)||Permanently|
|Internal audit reports||3 years|
|Inventory records for products, materials, and supplies||3 years|
|Invoices (to customers, from vendors)||7 years|
|Member mileage, calendar entries and club information||Permanently|
|Minute books, bylaws, and charter||Permanently|
|Patents and related papers||Permanently|
|Payroll records and summaries||7 years|
|Personnel files||7 years|
|Special Event Planning Documents||7 years|
|Tax returns and worksheets||Permanently|
|Tax documents & Bank statements||Permanently|
|Trademark registrations and copyrights||Permanently|
|Withholding tax statements||7 years|