Document Retention Policy
Adopted by Resolution of the Governing Board of Pax Fauna
In order to adopt a Document Retention and Destruction Policy, the Board of Directors of Pax Fauna has resolved that all critical information will be retained for seven years or permanently, as described in the categories below. Records will be retained, at the discretion of the Board, either in hard copy or in electronic form; provided, however, if retained electronically, then a second copy of the data shall be made and stored at a second site.
Policy is to cooperate with any reasonable request for information from Government agencies. Notwithstanding any retention guidelines, under no circumstances shall any records (written or electronic) known to be the subject of, or germane to, any anticipated or pending lawsuit or governmental investigation be removed, altered, or destroyed.
Audit reports
Accounts payable ledgers and schedules
Checks (for important payments and purchases)
Bank reconciliations
Contracts (still in effect)
Bank statements
Correspondence (legal and important matters)
Checks (but permanent for important payments)
Deeds, mortgages, and bills of sale
Contracts, mortgages, notes and leases (expired)
Depreciation schedules
Correspondence (general)
Donor records
Correspondence (donors, grantees, vendors)
Financial statements (year end)
Duplicate deposit slips
Grant records
Employment applications
Insurance records, current accident reports, claims, policies
Expense analyses/expense distribution schedules
Minute books, bylaws, and charter Patents and related papers
Internal audit reports
Retirement and pension records
Inventories of products, materials, and supplies
Tax returns and worksheets
Payroll records and summaries
Trademark registrations and copyrights
Personnel files (terminated employees)
Withholding tax statements
Timesheets
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