Bring Everyone In The Zone, Inc. Records Retention Policy

This policy specifies how important documents (hardcopy, online or other media) should be retained,protected and eligible for destruction. The policy also ensures that documents are promptly provided toauthorities in the course of legal investigations or lawsuits.

Document Retention ScheduleThe following types of documents will be retained for the following periods of time. At least one copy ofeach document will be retained according to the following schedule.

Corporate RecordsArticle of Incorporation to apply for corporate status PermanentIRS Form 1023 (in the USA) to file for tax-exempt and/or charitable status PermanentLetter of Determination (for example, from the IRS in the USA) granting tax exempt and/or charitablestatus PermanentBy Laws PermanentBoard policies PermanentResolutions PermanentBoard meeting minutes PermanentSales tax exemption documents PermanentTax or employee identification number designation PermanentAnnual corporate filings Permanent

Financial RecordsChart of Accounts PermanentFiscal Policies and Procedures PermanentAudits PermanentFinancial statements PermanentGeneral Ledger PermanentCheck registers/books 7 yearsBusiness expenses documents 7 yearsBank statements 7 yearsInvoices 7 yearsInvestment records (deposits, earnings, withdrawals) 7 yearsProperty/asset inventories 7 yearsPetty cash receipts/documents 3 years

Tax RecordsAnnual tax filing for the organization (IRS Form 990 in the USA) PermanentPayroll registers PermanentFilings of fees paid to professionals (IRS Form 1099 in the USA) 7 yearsPayroll tax withholdings 7 yearsEarnings records 7 yearsPayroll tax returns 7 yearsW-2 statements 7 years

Personnel RecordsEmployee offer letters PermanentConfirmation of employment letters PermanentBenefits descriptions per employee PermanentPension records PermanentEmployee applications and resumes 7 years after terminationPromotions, demotions, letter of reprimand, termination 7 years after terminationJob descriptions, performance goals 7 years after terminationWorkers’ Compensation records 5 yearsSalary ranges per job description 5 yearsI-9 Forms 5 years after terminationTime reports 3 years after termination

Insurance RecordsProperty Insurance policy PermanentDirectors and Officers Insurance policy PermanentWorkers’ Compensation Insurance policy PermanentGeneral Liability Insurance policy PermanentInsurance claims applications PermanentInsurance disbursements / denials Permanent

ContractsAll insurance contracts PermanentEmployee contracts PermanentConstruction contracts PermanentLegal correspondence PermanentLoan / mortgage contracts PermanentLeases / deeds PermanentVendor contracts 7 yearsWarranties 7 years

Donations / Funder RecordsGrant dispersal contract PermanentDonor lists 7 yearsGrant applications 7 yearsDonor acknowledgements 7 years

Management Plans and ProceduresStrategic Plans 7 yearsStaffing, programs, marketing, finance, fundraising and evaluation plans 7 yearsVendor contacts 7 yearsDisaster Recovery Plan 7 years

Document ProtectionDocuments (hardcopy, online or other media) will be stored in a protected environment for the durationof the Document Retention Schedule. Computer backup media will be included.

Document DestructionHardcopy of documents will be destroyed by shredding after they have been retained until the end ofthe Document Retention Schedule. Online copies will be destroyed by fire or other proven means todestroy such media after they have been retained until the end of the Document Retention Schedule.

Provision of Documentation for Investigations or LitigationDocuments requested and subpoenaed by legally authorized personnel will be provided within 5business days. The Board Chair and CEO will authorize provision. No documents will be concealed,altered or destroyed with the intent to obstruct the investigation or litigation.