Document Retention & Destruction Policy — DRAFT¶
Status: Draft. Counsel review required. Confirm retention periods against state law (Maine or Minnesota) and IRS guidance.
1. Purpose¶
This policy provides for the systematic review, retention, and destruction of documents received or created by the Guild in connection with its operations.
2. Retention schedule¶
| Document type | Retention period |
|---|---|
| Articles of Incorporation, Bylaws, IRS Determination Letter, Form 1024 | Permanent |
| Board and committee minutes | Permanent |
| Audit reports, year-end financial statements | Permanent |
| IRS Form 990 filings | Permanent |
| Tax returns and supporting records | 7 years |
| Bank statements and reconciliations | 7 years |
| Accounts payable / receivable ledgers | 7 years |
| Contracts (after expiration) | 7 years |
| Insurance policies (after expiration) | 7 years |
| Member records (after termination) | 7 years |
| Email correspondence — substantive | 3 years |
| Routine correspondence | 1 year |
| Personnel records (after separation) | 7 years |
| Volunteer records (after end of service) | 3 years |
3. Electronic records¶
Electronic records are subject to the same retention as paper records. Backups are maintained according to the Guild's tech SOPs.
4. Destruction¶
At the end of the retention period, records are destroyed in a manner that protects confidentiality (shredding for paper; secure deletion for digital).
5. Litigation hold¶
If the Guild is served with any subpoena or notice of pending or anticipated litigation, all destruction of related records shall be suspended immediately and a litigation hold shall be issued in writing by counsel or the Chair.