Asha for Education Document Destruction and Retention Policy
Asha for Education Document Destruction and Retention Policy Asha for Education Document Destruction and Retention Policy
Donor and Grant RecordsType of DocumentFrant Application and ContractsLegal, Insurance, and Safety RecordsType of DocumentCopyright RegistrationsInsurance policiesTrademark RegistrationsGeneral Contracts with third partiesMinimum requirement5 yearsMinimum requirementPermanentlyPermanentlyPermanently2 years after terminationElectronic Documents and RecordsElectronic documents will be retained as if they were paper documents. Therefore,anyelectronic files, including records of donations made online, that fall into one ofthedocument types on the above schedule will be maintained for the appropriate amountoftime. If a user has sufficient reason to keep an e-mail message, the message should bemovedto an “archive” computerfile folder maintained by the web team of Asha.Emergency PlanningAsha’s records will be stored in a safe, secure, and accessible manner.Documents and financialfiles thatare essential to keeping Ashaoperating inan emergency will be maintained inredundant locations.Document DestructionAsha’s Coordinator Team (Asha President and his/her team of volunteers) will be responsiblefor the ongoing process ofidentifying its records, which have met the required retention period,and overseeing theirdestruction. Destruction of financial documents will beaccomplished byshredding.Document destruction will be suspended immediately, upon any indication of anofficialinvestigation or when a lawsuit is filed or appears imminent. Destruction will bereinstatedupon conclusion of the investigation.ComplianceFailure on the part of the volunteers to follow this policy can result in possible civil andcriminal sanctions against Ashaand its volunteers. The elected body of Asha will periodicallyreview these procedures with legal counsel or the organization’scertified public accountant toensure that they are in compliance with new or revisedregulations.
Donor <strong>and</strong> Grant RecordsType of <strong>Document</strong>Frant Application <strong>and</strong> ContractsLegal, Insurance, <strong>and</strong> Safety RecordsType of <strong>Document</strong>Copyright RegistrationsInsurance policiesTrademark RegistrationsGeneral Contracts with third partiesMinimum requirement5 yearsMinimum requirementPermanentlyPermanentlyPermanently2 years after terminationElectronic <strong>Document</strong>s <strong>and</strong> RecordsElectronic documents will be retained as if they were paper documents. There<strong>for</strong>e,anyelectronic files, including records of donations made online, that fall into one ofthedocument types on the above schedule will be maintained <strong>for</strong> the appropriate amountoftime. If a user has sufficient reason to keep an e-mail message, the message should bemovedto an “archive” computerfile folder maintained by the web team of <strong>Asha</strong>.Emergency Planning<strong>Asha</strong>’s records will be stored in a safe, secure, <strong>and</strong> accessible manner.<strong>Document</strong>s <strong>and</strong> financialfiles thatare essential to keeping <strong>Asha</strong>operating inan emergency will be maintained inredundant locations.<strong>Document</strong> <strong>Destruction</strong><strong>Asha</strong>’s Coordinator Team (<strong>Asha</strong> President <strong>and</strong> his/her team of volunteers) will be responsible<strong>for</strong> the ongoing process ofidentifying its records, which have met the required retention period,<strong>and</strong> overseeing theirdestruction. <strong>Destruction</strong> of financial documents will beaccomplished byshredding.<strong>Document</strong> destruction will be suspended immediately, upon any indication of anofficialinvestigation or when a lawsuit is filed or appears imminent. <strong>Destruction</strong> will bereinstatedupon conclusion of the investigation.ComplianceFailure on the part of the volunteers to follow this policy can result in possible civil <strong>and</strong>criminal sanctions against <strong>Asha</strong><strong>and</strong> its volunteers. The elected body of <strong>Asha</strong> will periodicallyreview these procedures with legal counsel or the organization’scertified public accountant toensure that they are in compliance with new or revisedregulations.
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