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:

The President shall keep the following records:

The Treasurer shall keep the following records:

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

Documents may be retained longer than the minimum required period.  Record custodian will notify the Board before destroying retained information.

NASS does not use charge card services for payment.  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