AFGJ RECORD RETENTION POLICY

The Alliance For Global Justice (“AFGJ”) takes seriously its obligations to preserve information relating to litigation, audits, and investigations.

The information listed in the retention schedule below is intended as a guideline and may not contain all the records AFGJ may be required to keep in the future. Questions regarding the retention of documents not listed in this chart should be directed to AFGJ.

From time to time, AFGJ may issue a notice, known as a “legal hold,” suspending the destruction of records due to pending, threatened, or otherwise reasonably foreseeable litigation, audits, government investigations, or similar proceedings. No records specified in any legal hold may be destroyed, even if the scheduled destruction date has passed, until the legal hold is withdrawn in writing by AFGJ.

 
File Category Item Retention Period
Corporate Records Bylaws and Articles of Incorporation Permanent
  Corporate resolutions Permanent
  Board and committee meeting agendas and minutes Permanent  
  Conflict-of-interest disclosure forms 4 years  
Finance and Administration Financial statements (audited) 7 years  
  Auditor management letters 7 years  
  Payroll records 7 years  
  Check register and checks 7 years  
  Bank deposits and statements 7 years
  Chart of accounts 7 years
  General ledgers and journals (includes bank reconciliations) 7 years
  Investment performance reports 7 years
  Equipment files and maintenance records 7 years after disposition  
  Contracts and agreements 7 years after all obligations end  
  Correspondence — general 3 years  
Insurance Records Policies — occurrence type Permanent
  Policies — claims-made type Permanent
  Accident reports 7 years  
  Safety (OSHA) reports 7 years
  Claims (after settlement) 7 years
  Group disability records 7 years after end of benefits  
Real Estate Deeds Permanent  
  Leases (expired) 7 years after all obligations end  
  Mortgages, security agreements 7 years after all obligations end  
Tax IRS exemption determination and related correspondence Permanent  
  IRS Form 990s 7 years  
  Charitable Organizations Registration Statements (filed with Minnesota Attorney General)   7 years  
Human Resources Employee personnel files Permanent  
  Retirement plan benefits (plan descriptions, plan documents) Permanent  
  Employee handbooks Permanent  
  Workers comp claims (after settlement) 7 years  
  Employee orientation and training materials 7 years after use ends  
  Employment applications 3 years  
  IRS Form I-9 (store separate from personnel file) Greater of 1 year after end of service, or three years
  Withholding tax statements 7 years
  Timecards 3 years
Technology Software licenses and support agreements 7 years after all obligations end

1. Electronic Documents and Records.

Electronic documents will be retained as if they were paper documents. Therefore, any electronic files that fall into one of the document types on the above schedule will be maintained for the appropriate amount of time. If a user has sufficient reason to keep an e-mail message, the message should be printed in hard copy and kept in the appropriate file or moved to an “archive” computer file folder. Backup and recovery methods will be tested on a regular basis.

2. Emergency Planning.

The Organization’s records will be stored in a safe, secure, and accessible manner. Documents and financial files that are essential to keeping the Organization operating in an emergency will be duplicated or backed up and maintained off-site.

3. Document Destruction.

AFGJ is responsible for the ongoing process of identifying its records, which have met the required retention period, and overseeing their destruction. Destruction of financial and personnel-related documents will be accomplished by shredding.

Document destruction will be suspended immediately, upon any indication of an official investigation or when a lawsuit is filed or appears imminent. Destruction will be reinstated upon conclusion of the investigation.

4. Compliance.

Failure on the part of employees to follow this policy can result in possible civil and criminal sanctions against AFGJ and its employees and possible disciplinary action against responsible individuals. AFGJ will periodically review these procedures with legal counsel or the organization’s certified public accountant to ensure that they are in compliance with new or revised regulations.