Document Retention Policy

REACH — Real Educational Answers for Community Hope maintains this Document Retention Policy to ensure all records are preserved, stored, and disposed of according to legal, financial, and ethical standards required of nonprofit organizations.

Purpose

This policy establishes uniform guidelines for maintaining REACH’s documents and electronic records to comply with IRS, state, and grant regulations while promoting transparency and accountability.

Document Retention Schedule

Record TypeMinimum Retention
Governing Documents (Bylaws, Articles, Policies)Permanent
Board Meeting Minutes and ResolutionsPermanent
Annual Reports and Financial Statements7 years
Grant Files and Correspondence7 years after closure
Donor Records and Acknowledgments7 years
Personnel and Volunteer Records7 years after departure
Contracts and Leases7 years after expiration
Tax Filings (Form 990 and Schedules)Permanent
General Correspondence3 years
Electronic Data and Email (non-financial)3 years

Storage and Security

  • Records are stored in secure digital or locked physical environments.
  • Access is limited to authorized staff, board members, or auditors.
  • Electronic backups are maintained offsite or in encrypted cloud systems.

Disposal of Records

Documents past their required retention period may be securely destroyed. Paper files are shredded; electronic records are permanently deleted from all storage systems. Destruction must be approved by the Board or Executive Director.

Audit and Legal Holds

If litigation, investigation, or audit is in progress, all relevant records must be preserved, even if past their retention date. The hold remains in effect until written clearance is issued by the Board or counsel.

Questions About This Policy

For clarification or to report a records concern, contact:

Policy last updated: November 2025.