Appendix 1: Sample Association Document Retention Guidelines

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APPENDIX 1

SAMPLE ASSOCIATION DOCUMENT

RETENTION GUIDELINES

Records to be retained permanently:

Annual meeting proceedings

Annual reports

Articles of incorporation, including all amendments

Audit reports

Board minutes

Bylaws

Employee earnings record

Insurance policies

Membership files and fee records

Pension Plan records

Personnel records sheets

Policy documents and statements

Tax-exempt status application

Tax-exempt status letter

Trademark and copyright files

Other Records

Documents Retained in office

Retained

in storage

Accounts payable and

accounts receivable

2 years 6 years

Association publications 5 years 5 years

Cancelled checks 2 years 6 years

Cash disbursements journal 3 years 6 years

Check register 3 years 6 years

Committee agendas and

minutes

3 years 6 years

Contracts (non-major) Term of contract 10 years

Draft documents Until final document is

distributed

Email and telephone records 3 months

Employee time sheets 4 years 6 years

Financial statements 2 years 7 years