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DOCUMENT MANAGEMENT POLICY

   This Document Management Policy is designed to conform with state laws that give the Attorney General an unusually long statute of limitations (10 years) within which to bring an action for breach of charitable trust.

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RETENTION OF DOCUMENTS
NLOM documents shall be stored in safe, accessible places for varying terms as follows:

  • Accounts payable ledgers and schedules: 10 years 

  • Accounts receivable ledgers and schedules: 10 years 

  • Audit reports of accountants: Permanently 

  • Bank statements: 10 years 

  • Camper Registrations: 14 years

  • Cash books: 10 years 

  • Checks (canceled, with exception below): 10 years 

  • Checks (canceled, for important payments; i.e., taxes, purchase of property, special contracts, etc. [checks should be filed with the papers pertaining to the underlying transaction]): Permanently 

  • Contracts and leases (expired): 10 years 

  • Contracts and leases still in effect: Permanently 

  • Correspondence, general: 4 years 

  • Correspondence (legal and important matters): Permanently 

  • Depreciation schedules: 10 years 

  • Donation records of endowment funds and of permanently restricted gifts: Permanently 

  • Donation records, other: 10 years 

  • [Note: Donation records include a written agreement between the donor and NLOM with regard to any contribution, e-mail communication or notes of or recordings of an oral discussion between the charity and the donor where the representative of the charity made representations to the donor with regard to the contribution on which the donor may have relied in making the gift.] 

  • Duplicate deposit slips: 10 years 

  • Employee personnel records (after termination): 7 years 

  • Employment applications: 3 years 

  • Expense payments (includes allowance and reimbursement of employees, Board members, etc., for travel and other expenses): 10 years 

  • Financial statements (end-of-year): Permanently 

  • General ledgers and end-of-year statements: Permanently 

  • Health Care records:  20 Years

  • Insurance policies (expired): Permanently retain declarations pages 

  • Insurance records, current accident reports, claims, policies, etc.: Permanently 

  • Internal reports, miscellaneous: 3 years 

  • Inventories of products, materials, supplies: 10 years 

  • Invoices to customers: 10 years 

  • Invoices from vendors: 10 years 

  • Journals: 10 years 

  • Minute books of Board of Directors, including Bylaws and Articles of Incorporation: Permanently 

  • Payroll records and summaries: 10 years 

  • Purchase orders: 3 years 

  • Retreat Registrations and all Release Forms:  20 years

  • Sales records: 10 years 

  • Tax returns and worksheets, and other documents relating to determination of tax liability: Permanently 

  • Time sheets and cards: 10 years 

  • Voucher register and schedules: 10 years 

  • Volunteer records: 3 years 

 

DESTRUCTION OF DOCUMENTS
It is the intention of NLOM to destroy all documents at the end of the mandatory retention time stipulated in this policy.

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All permitted document destruction shall be halted if NLOM is being investigated by a governmental law enforcement agency, and routine destruction shall not be resumed without the written approval of legal counsel or the Executive Director. 
 

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