Document Retention Policy: Difference between revisions

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OSE Document Retention Policy:
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OSE policy is to retain paper copies of documents for 7 years, after which we keep digital copies only.
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Referenced below is a list of suggested retention times for legal liability, and at our discretion, we will destroy documents in accordance with the below:
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Type of Record       Retention Period (years) Law/Policy (source)
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ACCOUNTING
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{| class="wikitable" style="{{{float|float:right;}}} width:15em; margin-left:0.5em; margin-right:0;"
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! OSE Policies
|-
|
* [[Licensing Policy|Licensing]]
* [[Donor_Policy|Donor Policy]]
* [[Document_Retention_Policy|Document Retention]]
* [[Trademark policy|Trademarks]]


Auditors' reports Permanent (P) CCH recommendation
* Board and staff
** [[Code of conduct policy|Code of Conduct]]
** [[Bylaws#ARTICLE_VIII_-_CONFLICT_OF_INTEREST|Conflicts of Interest]]
** [[Conflict Resolution Policy|Conflict Resolution]]
** [[Credit card usage policy|Credit Card Usage]]
** [[Nondiscrimination_Policy|Discrimination]]
** [[Gift policy|Gifts]]
** [[Purchasing_and_Reimbursement_Policy|Purchasing and Reimbursement]]
** [[Whistleblower_Policy|Whistleblowing]]
|}<includeonly>[[Category:Policy]]</includeonly><noinclude>
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Budgets 7 CCH recommendation
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[https://docs.google.com/document/d/1Q-tOiZswwrlycnYK_YWnr67jah3C79UW4I2IVqGSWsw/edit# EDIT]


Cancelled checks, generally 3 UPPBRA
[[Category:Policies]]
 
Depreciation records P CCH recommendation
 
Officer, director and employee 3 UPPBRA
  expense reports
 
Employee payroll records (W-2, W-4) 3 FLSA, UPPBRA
annual earnings records, etc.)
 
Inventory lists 7 CCH recommendation
 
Invoices 7 CCH recommendation
 
Payroll journal 3 FLSA, UPPBRA
 
Petty cash vouchers 3 UPPBRA
 
Subsidiary ledgers (accounts receivable, 7 CCH recommendation
  accounts payable, etc.)
 
CORPORATE RECORDS
 
Annual reports P CCH recommendation
 
Authorizations and appropriations 7 CCH recommendation
  for expenditures
 
Contracts, generally Expiration +7 CCH recommendation
 
Contracts, government Expiration +7 CCH recommendation
 
Contracts, sales (UCC) 7 CCH recommendation
 
Notes (internal reports, memos, etc.) 3 UPPBRA
 
CORRESPONDENCE
 
General, routine 3 UPPBRA
 
INSURANCE
 
Accident reports 7 CCH recommendation
 
Insurance policies P Practical experience
 
LEGAL
 
Claims and litigation files P (See below  )
 
PERSONNEL
 
Applications 1 Title VII, ADA
 
Employee earnings/payroll records 3 FLSA
 
Employee files 4 SSA, FLSA, ERISA,
ADEA, Equal Pay Act
 
Employment contracts Expiration + 3 FLSA
 
Form I-9 3 Immigration Reform
&  Control Act
 
Garnishments 7 FLSA
 
Medical or exposure to toxic 30 OSHA
  substances records
 
Pension documents/profit sharing plans 6 ERISA
 
Government reports 5 CCH recommendation
 
Employee pension records, 6 ERISA, ESA
  including service, eligibility,
  personal information, pensions paid
 
Time cards/sheets 3 FLSA
 
REAL ESTATE
 
Leases Expiration + 7 CCH recommendation
 
Deeds P CCH recommendation
 
Mortgages P CCH recommendation
 
TAXES
 
Income tax returns and cancelled 6 IRS Code
  checks (federal, state and local)
 
Payroll tax returns 4 IRS Code
 
Property tax returns P CCH recommendation
 
Sales and use tax returns 4 IL Use & Occupation  Tax Act

Latest revision as of 00:28, 5 October 2012

OSE Policies

EDIT

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