RECORD RETENTION AND DOCUMENT DESTRUCTION POLICY
Adopted by the Board of Directors on February 4, 2012
The Archaeological Conservancy (the Conservancy) shall retain records for the period of their immediate or current use, unless longer retention is necessary for historical reference or to comply with contractual or legal requirements.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 Conservancy employee shall not knowingly destroy a document with the intent to obstruct or influence an “investigation or proper administration of any matter within the jurisdiction of any department agency of the United States….or in relation to our 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, the Conservancy has the following document retention requirements:
| Type of Document | Minimum Best Practice Requirement |
| Accounts receivable & payable ledgers & schedules | Permanently |
| Articles of Incorporation, charter, bylaws, minutes and other incorporation records | Permanently |
| Audit Reports, Financial Statements (year end): general/private ledgers, trial balance, journals | Permanently |
| Bank Reconciliation | Permanently |
| Bank statements, deposit records, electronic fund transfer documents, and cancelled checks | Permanently |
| Chart of accounts | Permanently |
| Checks (for important payments & purchases) | Permanently |
| Contracts, mortgages, notes and leases (expired) | Permanently |
| Contracts (still in effect) | Permanently |
| Copyright information | Permanently |
| Correspondence (general) | Permanently |
| Correspondence (legal and important matters) | Permanently |
| Correspondence (with members and vendors) | Permanently |
| Deeds, mortgages, and bills of sale | Permanently |
| Depreciation schedules | Permanently |
| Donations | Permanently |
| EEOC reports | Permanently |
| Employee demographic info & compensation records | Permanently |
| Employment applications | Permanently |
| Expense Analyses/expense distribution schedules | Permanently |
| Garnishments | Permanently |
| Grants (un-funded) | Permanently |
| Grants (funded) | Permanently |
| Insurance records, current accident reports, claims, policies, etc. | Permanently |
| Internal audit reports | Permanently |
| Invoices (to customers, from vendors) | Permanently |
| Inventory records | Permanently |
| Loan documents and notes | Permanently |
| Payroll records & summaries including records related to employees leave | Permanently |
| Personnel files (terminated employees) | Permanently |
| Purchase orders | Permanently |
| Retirement and pensions records including Summary Plan Descriptions (ERISA) | Permanently |
| Tax returns and worksheets including W-2’s | Permanently |
| Timesheets | Permanently |
| Trademark registrations and copyrights | Permanently |
| Withholding tax statements (FICA, FUTA, Federal Income) | Permanently |
| Workers compensation documentation | Permanently |
