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Document Retention Policy
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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.
