Document Retention and Destruction

Effective Date: August 7, 2025

Purpose

The purpose of this Document Retention and Destruction Policy is to ensure that www.grantsgiving.org (the “Organization”) complies with applicable laws and regulations, promotes effective governance, and preserves records that are necessary to its operations. This policy establishes guidelines for the retention and safe destruction of both physical and electronic records, ensuring accountability, confidentiality, and continuity in our mission to provide effective grant distribution.

Scope

This policy applies to all board members, staff, contractors, and volunteers of the Organization and covers both physical and electronic documents generated, received, or maintained by the Organization in the course of its operations.

Types of Documents Covered

The following are the major categories of documents covered under this policy, along with illustrative examples:

  • Corporate Records
    • Articles of Incorporation, bylaws, meeting minutes, and governance policies.
  • Financial Records
    • Audited financial statements, bank statements, invoices, and expense reports.
  • Grant-Related Records
    • Approved and rejected grant applications, evaluation notes, and funding decisions.
  • Personnel Records
    • Employee contracts, performance reviews, payroll records, and benefits documentation.
  • Legal, Compliance, and Tax Records
    • Contracts, legal correspondence, intellectual property records, and tax filings.
  • Communications
    • Email correspondence, newsletters, and other publications as deemed necessary.
  • Electronic Data
    • Databases, backup systems, and records stored on cloud platforms or mobile devices.

This list is not exhaustive, and all records maintained by the Organization fall under the ambit of this policy unless expressly excluded.

Retention Periods

The Organization has determined the following retention periods to balance operational needs, legal obligations, and storage considerations. Retention periods begin from the date the document was created or finalized.

| Document Type | Retention Period |

|——————————–|——————————–|

| Corporate Records | Permanent |

| Financial Records | 7 years |

| Grant-Related Records | 7 years after project close |

| Personnel Records | 7 years after employment ends |

| Tax Returns and Filings | Permanent |

| Legal Records | Permanent |

| Insurance Policies and Claims | Permanent for active policies; 7 years for expired policies |

| Communications (general) | 2 years |

| Electronic Backups | 1 year |

Secure Document Destruction

To safeguard sensitive information and ensure compliance with legal requirements, the Organization follows these guidelines for the secure destruction of records after the retention period has expired:

1. Destruction of Physical Records

  • Documents containing confidential or sensitive information will be shredded or incinerated.
  • Disposal will always be conducted using trusted service providers, if outsourced.

2. Destruction of Electronic Records

  • Electronic records will be permanently deleted from all storage systems, including cloud platforms, in a manner that ensures data cannot be recovered.
  • Backup systems and archived versions will also be securely erased to remove redundant records.

All destruction activities must be properly recorded, including the date, method, and authorization.

Responsibilities

Board of Directors

  • Approve and oversee the implementation of this policy.
  • Review compliance and effectiveness as part of governance efforts.

Executive Director

  • Ensure that employees, contractors, and volunteers are informed and trained regarding the Document Retention and Destruction Policy.
  • Monitor compliance and take corrective actions when necessary.

Staff and Volunteers

  • Comply with retention and destruction procedures outlined in this policy.
  • Promptly report concerns or potential violations to their supervisor or the Executive Director.

Exceptions and Legal Holds

If an official investigation, audit, or legal proceeding is anticipated or underway, all relevant records must be retained irrespective of the standard retention schedule. The Executive Director or their designee will issue a legal hold notice to affected individuals, specifying the records to be preserved.

Policy Review

This Document Retention and Destruction Policy will be reviewed annually by the Board of Directors to ensure alignment with applicable laws, industry standards, and organizational needs. Revisions will be made as necessary to address changes in regulatory requirements or operational priorities.

By adhering to this policy, www.grantsgiving.org affirms its dedication to ethical practices, operational efficiency, and responsible data stewardship.