Document Retention Policy

Purpose

This policy defines how long VONet retains important records, how documents are stored, and how they are securely disposed of. The goal is to ensure legal compliance, organizational transparency, and effective management of information.

1. Scope

This policy applies to all physical and digital records created or received in the course of VONet’s operations, including:

• Governance documents
• Financial records
• Legal and administrative materials
• Volunteer and safety forms
• Communications and outreach files

2. Retention Schedule

Document Type	Minimum Retention Period
Bylaws, policies, and board minutes	Permanent
Conflict of interest disclosures	7 years
Financial statements and audit reports	7 years
Tax filings (Form 990, etc.)	7 years
Receipts, invoices, bank statements	5 years
Volunteer waivers and incident reports	3 years after last activity
Contracts and agreements	7 years after expiration
Grant applications and reports	5 years
Email correspondence (non-critical)	1-2 years, unless archived

3. Storage and Security

• Digital records will be stored using secure, access-controlled systems.
• Physical documents will be stored in a locked file cabinet or office space.
• Backup copies of essential documents (bylaws, financials, tax filings) will be maintained off-site or in a secure cloud service.

4. Disposal of Documents

• Confidential paper documents will be shredded before disposal.
• Digital files will be permanently deleted (not just sent to trash).
• Any document subject to ongoing investigation or litigation must be preserved, even beyond the usual retention period.

5. Fiscal Sponsor Requirements

If VONet operates under a fiscal sponsor, that sponsor’s document retention policies will take precedence in cases of overlap or conflict. All records required by the sponsor must be maintained and submitted according to their procedures.

6. Oversight and Review

• The Director or a designated administrator will be responsible for managing document retention and disposal.
• This policy will be reviewed annually and updated as needed to stay compliant with nonprofit best practices and legal requirements.