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North American Sundial Society

North American Sundial Society

Document Retention Policy

In order to meet all financial and legal data requirements, this policy sets the minimum retention periods for critical North American Sundial Society (NASS) documents.

The Secretary shall keep the following records:

Item Description Min Retention
1
Letter of Determination
Life of NASS
2
Articles of Incorporation
Life of NASS
3
Bylaws
Life of NASS
4
Policies
Life of NASS
5
Board Meeting Minutes
10 years
6
Board Business Emails
10 years
7
List of Board of Directors
10 years

The President shall keep the following records:

Item Description Min Retention
1
Membership Listing
3 years

The Treasurer shall keep the following records:

Item Description Min Retention
1
Monthly Treasurer's Reports
10 years
2
Semiannual Treasurer's Reports
Life of NASS
3
Restricted Funds Documentation
Life of NASS
4
Bank Statements
10 years
5
Bank Reconciliation Reports
10 years
6
Purchase Invoices & Receipts
10 years
7
Federal Income Tax
Life of NASS
8
State Property Tax
Life of NASS
9
Government Notices
10 years
10
W-9
3 years

The designated NASS Agent for Maryland shall keep the following records:

Item Description Min Retention
1
Letter of Determination
Life of NASS
2
Articles of Incorporation
Life of NASS
3
NASS Bylaws
Life of NASS
4
NASS Policies
Life of NASS
5
Federal Income Tax
Life of NASS
6
State Property Tax
Life of NASS

Documents may be retained longer than the minimum required period.

NASS does not use charge card services for payment (with the sole exception of PayPal, which does not share actual charge card data with NASS).  No charge card data is stored at any time. NASS does not routinely record or keep any member bank account information. In the event that bank account information must be used to complete payment transactions, the information may only be retained until the transactions are completed. All confidential information must then be destroyed by shredding.

In the event that W-9s must be issued, the records containing confidential information must be destroyed by shredding at the end of the retention period.

In addition to the above, electronic files critical to NASS operation are to be routinely backed-up and back-ups are to be stored in a safe location. Critical electronic files include:

  1. QuickBooks
  2. Membership Database
  3. Sundial Register Database

This policy shall be reviewed annually.

Date Approved: 21 Oct 2013