PURPOSE
This Retention Policy establishes clear guidelines for managing, storing, and securing disposal of Henry's Home, Horse, and Human Sanctuary records. By maintaining accurate and accessible records, this policy ensures compliance with legal and regulatory requirements, protects confidential and sensitive information, and promotes organizational efficiency.
SCOPE
This policy applies to all Board of Directors members, staff, and any relevant parties involved in maintaining and managing Henry's Home’s records, including vendors and contractors, where applicable. All covered individuals and entities must adhere to this policy to safeguard the integrity of organizational documents.
RETENTION SCHEDULE
The following categories outline the types of records maintained by Henry’s Home and their retention periods. Legal and regulatory requirements serve as the foundation for these timeframes.
1. Financial Records
- Annual Financial Statements and Audit Reports: Retain Permanently
- General Ledger and Journals: Retain Permanently
- Expense Records and Receipts (including reimbursement forms): Retain for 7 Years
- Bank Statements and Reconciliations: Retain for 7 Years
- Grant Records and Correspondence (approved and denied): Retain for 7 Years after grant closure
2. Personnel Records
- Employee Personnel Files (e.g., job applications, contracts, performance reviews): Retain for 7 Years after termination
- Volunteer Records (e.g., applications, agreements, emergency contact forms): Retain for 3 Years after departure
- Payroll Records and Tax Withholdings (W-2, W-4, 1099): Retain for 7 Years
3. Legal and Compliance Documents
- Corporate Records (e.g., Articles of Incorporation, Bylaws, Meeting Minutes): Retain Permanently
- Contracts and Agreements (e.g., vendor contracts, lease agreements): Retain for 7 Years after expiration
- Insurance Policies and Claims Documentation: Retain for 7 Years after policy expiration or settlement
- Incident and Accident Reports (legal relevance): Retain for 5 Years unless longer is required by applicable laws
4. Operational Records
- Program and Project Reports (e.g., animal care plans, event summaries): Retain for 5 Years
- Donor Records and Contribution Acknowledgments (including donor letters): Retain for 7 Years
- Marketing and Communication Materials (e.g., newsletters, brochures): Retain for 3 Years
- Digital and Physical Media (e.g., photos, videos): Retain as necessary for ongoing use or historical significance
5. Electronic Records
Digital records and emails must be retained according to the same timelines as their respective categories (e.g., written contract email correspondence should be stored and retained like other contracts).
DOCUMENT STORAGE
The Sanctuary is committed to securely storing all records to protect sensitive information from unauthorized access, loss, or damage.
1. Physical Records:
- Financial and legal documents must be stored off-site storage facility with limited access.
- Using secure facilities or cabinets, historical or archival records deemed irreplaceable should be protected against environmental hazards such as moisture or fire.
2. Digital Records:
- Records must be stored on password-protected drives, cloud storage platforms approved by the Sanctuary, or other secure electronic systems.
- Backups must be performed regularly to ensure the preservation of critical information.
DOCUMENT DISPOSAL
When the retention period for specific documents expires, proper disposal methods must be followed to protect confidentiality and prevent unauthorized disclosure.
1. Physical Documents:
- Shred all sensitive and confidential documents. A professional shredding service may be used if appropriate
2. Digital Documents:
- Permanently delete electronic files using secure deletion software when applicable.
- Remove access and precise data from external drives and devices before disposal or reassignment.
All document disposal actions must comply with relevant legal and regulatory requirements, including notice or reporting obligations.
COMPLIANCE & OVERSIGHT
All Board of Directors members and staff are responsible for implementing and adhering to this Document Retention Policy. In conjunction with the Board Secretary and relevant administrative personnel, the CEO will periodically review records management practices to ensure ongoing compliance.
POLICY MONITORING & UPDATES
This Document Retention Policy is subject to review and revision every two years or as necessary to ensure alignment with legal and organizational changes. Updates will be communicated to all relevant parties.