CHAPTER RECORD RETENTION POLICY

 

 

 

 

MEMPHIS CHAPTER RECORD RETENTION POLICY

                                      

The Organization (ISACA Memphis) takes seriously its obligations to preserve information relating to litigation, audits, and investigations. The information listed in the retention schedule below is intended as a guideline and may not contain all the records the Organization may be required to keep in the future. Questions regarding the retention of documents not listed in this chart should be directed to the President.

From time to time, the President may issue a notice, known as a “legal hold,” suspending the destruction of records due to pending, threatened, or otherwise reasonably foreseeable litigation, audits, government investigations, or similar proceedings. No records specified in any legal hold may be destroyed, even if the scheduled destruction date has passed, until the legal hold is withdrawn in writing by the President.

 

File Category

Item

Retention Period

Chapter Records

Bylaws and Articles of Incorporation

Permanent

 

Chapter resolutions

Permanent

 

Board and committee meeting agendas and minutes

Permanent

 

Conflict-of-interest disclosure forms

4 years

Finance and Administration

Financial statements (audited)

7 years

 

Auditor management letters

7 years

 

Check register and checks

7 years

 

Bank deposits and statements

7 years

 

Correspondence general

3 years

Insurance Records

Policies

Permanent

Tax

IRS exemption determination and related correspondence

Permanent

 

IRS Form 990s

7 years

Technology Software licenses and support agreements 7 years after all obligations end.

1. Electronic Documents and Records.

Electronic documents will be retained as if they were paper documents. Therefore, any electronic files that fall into one of the document types on the above schedule will be maintained for the appropriate amount of time. If a user has sufficient reason to keep an e-mail message, the message should be printed in hard copy and kept in the appropriate file or moved to an “archive” computer file folder. Backup and recovery methods will be tested on a regular basis.

 

2. Emergency Planning.

The Organization’s records will be stored in a safe, secure, and accessible manner.  Documents and financial files that are essential to keeping the Organization operating in an emergency will be duplicated or backed up at least every week and maintained off-site.

 

3. Document Destruction.

The President is responsible for the ongoing process of identifying its records, which have met the required retention period, and overseeing their destruction. Destruction of financial and personnel-related documents will be accomplished by shredding.  Document destruction will be suspended immediately, upon any indication of an official investigation or when a lawsuit is filed or appears imminent. Destruction will be reinstated upon conclusion of the investigation.

 

4. Compliance.

Failure on the part of employees to follow this policy can result in possible civil and criminal sanctions against the Organization and its employees and possible disciplinary action against responsible individuals. The President and Board Chair will periodically review these procedures with legal counsel or the organization’s certified public accountant to ensure that they are in compliance with new or revised regulations.