Approved for Submission to Board of Directors (BoD): ED/SEC
Reviewed by: Nominations & Governance Committee
Affirmed; no changes: BoD
In recent years, it is increasingly apparent that the volume and value of recorded information has risen dramatically. Costs for storing this information have also increased. Storage space at Friends is at a premium. On-site storage is predicated upon the need to access materials on a daily basis as well as any guidelines required to meet statutory requirements and Friends program needs.
This record retention and destruction policy identifies the record retention responsibilities of staff, volunteers, members of the board of Directors, and others for maintaining and documenting the storage and destruction of the organization’s documents and records. Friends staff, members of the Board of Directors, and others (e.g., interns, volunteers, independent contractors/consultants via agreements with them) are required to honor this policy. The Executive Director shall be responsible for administering this policy.
It is Friends’ policy to maintain complete, accurate, and high-quality records. Records are to be retained for the period of their immediate use, unless longer retention is required for historical reference, contractual, legal or regulatory requirements, or for other purposes as may be set forth herein. Records that are no longer required, or have satisfied their required periods of retention, shall be destroyed. This policy covers all records and documents of the Friends of the National World War II Memorial. Friends reserves the right to amend, alter, and terminate this policy at any time and for any reason.
No officer, director, employee, volunteer, or agent of Friends shall knowingly destroy a document with the intent to obstruct or influence the investigation or proper administration of any matter within the jurisdiction of any government department or agency or in relation to or contemplation of any such matter or case. When in doubt, prior to the destruction of a particular document, consult with the Executive Director.
Method of Destruction
Destruction of paper files will be administered by the Executive Director or designated administrative staff. Documents containing non-sensitive, non-confidential records can generally be disposed of in recycling or general office trash.
To ensure proper destruction of any documents containing confidential or sensitive data, consult with the Executive Director. Where appropriate, records will be subject to shredding by an independent, outside service of Friends’ Finance consultants and/or staff.
Paper documents indicated under the terms for retention below will be maintained by the relevant departments listed below. All other paper documents will be destroyed after three years. No paper or electronic documents will be destroyed or deleted if pertinent to any ongoing or anticipated government investigation or proceeding or private litigation. Before anything is sent to off-site storage, it must be properly labeled (including destruction date) and indexed (detailed listing of contents). A copy of this information should be maintained by the Finance consultants and Friends staff.
Download our Records Retention Policy Chart