ACL Document Retention and Destruction Policy - Revision history

ShiqiZhao at 02:53, 29 November 2016

2016-11-29T02:53:04Z

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			original file: [[File: ACL Document Retention and Destruction Policy.doc]]

	== 1. Policy and Purposes ==		== 1. Policy and Purposes ==

ShiqiZhao at 04:20, 26 November 2016

2016-11-26T04:20:55Z

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	<tr><td>Insurance Claims Records</td><td>Permanent</td></tr>		<tr><td>Insurance Claims Records</td><td>Permanent</td></tr>
	<tr><td>'''Legal and Contracts'''</td></tr>		<tr><td>'''Legal and Contracts'''</td></tr>
	<tr><td>Contracts, related correspondence and other supporting documentation</td><td>10 ~~yrs~~ after termination</td></tr>		<tr><td>Contracts, related correspondence and other supporting documentation</td><td>10 years after termination</td></tr>
	<tr><td>Legal correspondence</td><td>Permanent</td></tr>		<tr><td>Legal correspondence</td><td>Permanent</td></tr>
	<tr><td>'''Management and Miscellaneous'''</td></tr>		<tr><td>'''Management and Miscellaneous'''</td></tr>
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	<tr><td>Disaster Recovery Plan</td><td>7 years after replacement</td></tr>		<tr><td>Disaster Recovery Plan</td><td>7 years after replacement</td></tr>
	<tr><td>Policies and Procedures Manual</td><td>Current version with revision history</td></tr>		<tr><td>Policies and Procedures Manual</td><td>Current version with revision history</td></tr>
			<tr><td>'''Property – Real, Personal and Intellectual'''</td></tr>
			<tr><td>Property deeds and purchase/sale agreements</td><td>Permanent</td></tr>
			<tr><td>Property Tax</td><td>Permanent</td></tr>
			<tr><td>Real Property Leases</td><td>Permanent</td></tr>
			<tr><td>Personal Property Leases</td><td>10 years after termination</td></tr>
			<tr><td>Trademarks, Copyrights and Patents</td><td>Permanent</td></tr>
			<tr><td>'''Tax (held by the Treasurer)'''</td></tr>
			<tr><td>Tax exemption documents & correspondence</td><td>Permanent</td></tr>
			<tr><td>IRS Rulings</td><td>Permanent</td></tr>
			<tr><td>Annual information returns – federal & state</td><td>Permanent</td></tr>
			<tr><td>Tax returns</td><td>Permanent</td></tr>
	</table>		</table>

ShiqiZhao at 04:17, 26 November 2016

2016-11-26T04:17:15Z

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	<tr><td>Electronically stored documents not included in either of the above categories</td><td>2 years</td></tr>		<tr><td>Electronically stored documents not included in either of the above categories</td><td>2 years</td></tr>
	<tr><td>'''Employment, Personnel and Pension'''</td></tr>		<tr><td>'''Employment, Personnel and Pension'''</td></tr>
	<tr><td>Personnel Records</td><td>10 ~~yrs~~ after employment ends</td></tr>		<tr><td>Personnel Records</td><td>10 years after employment ends</td></tr>
	<tr><td>Employee contracts</td><td>10 ~~yrs~~ after termination</td></tr>		<tr><td>Employee contracts</td><td>10 years after termination</td></tr>
	<tr><td>Retirement and pension records</td><td>Permanent</td></tr>		<tr><td>Retirement and pension records</td><td>Permanent</td></tr>
	<tr><td>'''Insurance'''</td></tr>		<tr><td>'''Insurance'''</td></tr>
	<tr><td>Property, D&O, Workers’ Compensation and General Liability Insurance Policies</td><td>Permanent</td></tr>		<tr><td>Property, D&O, Workers’ Compensation and General Liability Insurance Policies</td><td>Permanent</td></tr>
	<tr><td>Insurance Claims Records</td><td>Permanent</td></tr>		<tr><td>Insurance Claims Records</td><td>Permanent</td></tr>
			<tr><td>'''Legal and Contracts'''</td></tr>
			<tr><td>Contracts, related correspondence and other supporting documentation</td><td>10 yrs after termination</td></tr>
			<tr><td>Legal correspondence</td><td>Permanent</td></tr>
			<tr><td>'''Management and Miscellaneous'''</td></tr>
			<tr><td>Strategic Plans</td><td>7 years after expiration</td></tr>
			<tr><td>Disaster Recovery Plan</td><td>7 years after replacement</td></tr>
			<tr><td>Policies and Procedures Manual</td><td>Current version with revision history</td></tr>
	</table>		</table>

ShiqiZhao at 04:13, 26 November 2016

2016-11-26T04:13:26Z

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	<tr><td>Electronically stored documents (e.g., in pdf, text or other electronic format) comprising or relating to a particular document otherwise addressed in this Schedule should be retained for the same period as the document which they comprise or to which they relate, but may be retained in hard copy form (unless the electronic aspect is of significance).</td></tr>		<tr><td>Electronically stored documents (e.g., in pdf, text or other electronic format) comprising or relating to a particular document otherwise addressed in this Schedule should be retained for the same period as the document which they comprise or to which they relate, but may be retained in hard copy form (unless the electronic aspect is of significance).</td></tr>
	<tr><td>Electronically stored documents considered important to the organization or of lasting significance should be printed and stored in a central repository (unless the electronic aspect is of significance).</td><td>Permanent, subject to review</td></tr>		<tr><td>Electronically stored documents considered important to the organization or of lasting significance should be printed and stored in a central repository (unless the electronic aspect is of significance).</td><td>Permanent, subject to review</td></tr>
	<tr><td>Electronically stored documents not included in either of the above categories</td><td>~~Two~~ years</td></tr>		<tr><td>Electronically stored documents not included in either of the above categories</td><td>2 years</td></tr>
			<tr><td>'''Employment, Personnel and Pension'''</td></tr>
			<tr><td>Personnel Records</td><td>10 yrs after employment ends</td></tr>
			<tr><td>Employee contracts</td><td>10 yrs after termination</td></tr>
			<tr><td>Retirement and pension records</td><td>Permanent</td></tr>
			<tr><td>'''Insurance'''</td></tr>
			<tr><td>Property, D&O, Workers’ Compensation and General Liability Insurance Policies</td><td>Permanent</td></tr>
			<tr><td>Insurance Claims Records</td><td>Permanent</td></tr>

	</table>		</table>

ShiqiZhao at 04:09, 26 November 2016

2016-11-26T04:09:19Z

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	<tr><td>E-mails considered important to the organization or of lasting significance should be printed and stored in a central repository.</td><td>Permanent, subject to review</td></tr>		<tr><td>E-mails considered important to the organization or of lasting significance should be printed and stored in a central repository.</td><td>Permanent, subject to review</td></tr>
	<tr><td>E-mails not included in either of the above categories</td><td>12 months</td></tr>		<tr><td>E-mails not included in either of the above categories</td><td>12 months</td></tr>
			<tr><td>'''Electronically Stored Documents'''</td></tr>
			<tr><td>Electronically stored documents (e.g., in pdf, text or other electronic format) comprising or relating to a particular document otherwise addressed in this Schedule should be retained for the same period as the document which they comprise or to which they relate, but may be retained in hard copy form (unless the electronic aspect is of significance).</td></tr>
			<tr><td>Electronically stored documents considered important to the organization or of lasting significance should be printed and stored in a central repository (unless the electronic aspect is of significance).</td><td>Permanent, subject to review</td></tr>
			<tr><td>Electronically stored documents not included in either of the above categories</td><td>Two years</td></tr>

	</table>		</table>

ShiqiZhao at 04:06, 26 November 2016

2016-11-26T04:06:46Z

← Older revision		Revision as of 04:06, 26 November 2016
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	<tr><td>Hard copy correspondence and internal memoranda relating to routine matters with no lasting significance</td><td>Two years</td></tr>		<tr><td>Hard copy correspondence and internal memoranda relating to routine matters with no lasting significance</td><td>Two years</td></tr>
	<tr><td>Correspondence and internal memoranda important to the organization or having lasting significance</td><td>Permanent, subject to review</td></tr>		<tr><td>Correspondence and internal memoranda important to the organization or having lasting significance</td><td>Permanent, subject to review</td></tr>
			<tr><td>'''Electronic Mail (E-mail) to or from the organization'''</td></tr>
			<tr><td>Electronic mail (e-mails) relating to a particular document otherwise addressed in this Schedule should be retained for the same period as the document to which they relate, but may be retained in hard copy form with the document to which they relate.</td></tr>
			<tr><td>E-mails considered important to the organization or of lasting significance should be printed and stored in a central repository.</td><td>Permanent, subject to review</td></tr>
			<tr><td>E-mails not included in either of the above categories</td><td>12 months</td></tr>
	</table>		</table>

ShiqiZhao at 04:02, 26 November 2016

2016-11-26T04:02:54Z

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	<tr><td>Employer Identification (EIN) Designation</td><td>Permanent</td></tr>		<tr><td>Employer Identification (EIN) Designation</td><td>Permanent</td></tr>
	<tr><td>'''Correspondence and Internal Memoranda'''</td></tr>		<tr><td>'''Correspondence and Internal Memoranda'''</td></tr>
	<tr><td ~~width = "45"~~>Hard copy correspondence and internal memoranda relating to a particular document otherwise addressed in this Schedule should be retained for the same period as the document to which they relate.</td></tr>		<tr><td>Hard copy correspondence and internal memoranda relating to a particular document otherwise addressed in this Schedule should be retained for the same period as the document to which they relate.</td></tr>
	<tr><td ~~width = "45"~~>Hard copy correspondence and internal memoranda relating to routine matters with no lasting significance</td><td>Two years</td></tr>		<tr><td>Hard copy correspondence and internal memoranda relating to routine matters with no lasting significance</td><td>Two years</td></tr>
	<tr><td ~~width = "45"~~>Correspondence and internal memoranda important to the organization or having lasting significance</td><td>Permanent, subject to review</td></tr>		<tr><td>Correspondence and internal memoranda important to the organization or having lasting significance</td><td>Permanent, subject to review</td></tr>
	</table>		</table>

ShiqiZhao at 04:02, 26 November 2016

2016-11-26T04:02:00Z

← Older revision		Revision as of 04:02, 26 November 2016
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	<tr><td>Employer Identification (EIN) Designation</td><td>Permanent</td></tr>		<tr><td>Employer Identification (EIN) Designation</td><td>Permanent</td></tr>
	<tr><td>'''Correspondence and Internal Memoranda'''</td></tr>		<tr><td>'''Correspondence and Internal Memoranda'''</td></tr>
	<tr><td width = "20">Hard copy correspondence and internal memoranda relating to a particular document otherwise addressed in this Schedule should be retained for the same period as the document to which they relate.</td></tr>		<tr><td width = "45">Hard copy correspondence and internal memoranda relating to a particular document otherwise addressed in this Schedule should be retained for the same period as the document to which they relate.</td></tr>
	<tr><td width = "20">Hard copy correspondence and internal memoranda relating to routine matters with no lasting significance</td><td>Two years</td></tr>		<tr><td width = "45">Hard copy correspondence and internal memoranda relating to routine matters with no lasting significance</td><td>Two years</td></tr>
	<tr><td width = "20">Correspondence and internal memoranda important to the organization or having lasting significance</td><td>Permanent, subject to review</td></tr>		<tr><td width = "45">Correspondence and internal memoranda important to the organization or having lasting significance</td><td>Permanent, subject to review</td></tr>
	</table>		</table>

ShiqiZhao at 04:01, 26 November 2016

2016-11-26T04:01:17Z

← Older revision		Revision as of 04:01, 26 November 2016
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	<tr><td>Licenses and Permits</td><td>Permanent</td></tr>		<tr><td>Licenses and Permits</td><td>Permanent</td></tr>
	<tr><td>Employer Identification (EIN) Designation</td><td>Permanent</td></tr>		<tr><td>Employer Identification (EIN) Designation</td><td>Permanent</td></tr>
			<tr><td>'''Correspondence and Internal Memoranda'''</td></tr>
			<tr><td width = "20">Hard copy correspondence and internal memoranda relating to a particular document otherwise addressed in this Schedule should be retained for the same period as the document to which they relate.</td></tr>
			<tr><td width = "20">Hard copy correspondence and internal memoranda relating to routine matters with no lasting significance</td><td>Two years</td></tr>
			<tr><td width = "20">Correspondence and internal memoranda important to the organization or having lasting significance</td><td>Permanent, subject to review</td></tr>
	</table>		</table>

ShiqiZhao at 03:55, 26 November 2016

2016-11-26T03:55:04Z

@@ Line 51: / Line 51: @@
 <tr><td>Contribution Records</td><td>Permanent</td></tr>
 <tr><td>Documents Evidencing Terms of Gifts</td><td>Permanent</td></tr>
-<tr><td>Grant Records</td><td>7 yrs after end of grant period</td></tr>
+<tr><td>Grant Records</td><td>7 years after end of grant period</td></tr>
 </table>