Records Policy

Keys for Kids Ministries

RECORD RETENTION AND DESTRUCTION POLICY

1. Policy

This Policy represents Keys for Kids Ministry’s policy regarding the retention and disposal of records and electronic documents.

1. Administration

Attached as Appendix A is a Record Retention Schedule that is approved as the initial maintenance, retention, and disposal schedule for physical records of Keys for Kids and the retention and disposal of electronic documents. The Business Administrator (the “Administrator”) is the senior staff member in charge of the administration of this Policy and the implementation of processes and procedures to ensure that the Record Retention Schedule is followed.

The Administrator is also authorized to

• make modifications to the Record Retention Schedule from time to time to ensure that it is in compliance with local, state, and federal laws and includes the appropriate document and record categories for Keys for Kids.
• monitor local, state, and federal laws affecting record retention;
• annually review the record retention and disposal program; and
• monitor compliance with this Policy.

1. Suspension of Record Disposal in Event of Litigation or Claims

In the event Keys for Kids is served with any subpoena or request for documents or any employee becomes aware of a governmental investigation or audit concerning Keys for Kids, or may reasonably be aware of any anticipated litigation against or concerning Keys for Kids such employee shall inform the Administrator and any further disposal of documents shall be suspended until such time as the Administrator, with the advice of counsel, determines otherwise. The Administrator shall take such steps as is necessary to promptly inform all staff of any suspension in the further disposal of documents.

1. Applicability

This Policy applies to all physical and electronic documents and records generated in the course of Keys for Kids operation, including both original documents and reproductions.

Appendix A – Record Retention Schedule

The Record Retention Schedule is organized as follows:

SECTION TOPIC

1. Accounting and Finance
2. Contracts
3. Corporate Records
4. Electronic Documents
5. Payroll Documents
6. Personnel Records
7. Property Records
8. Tax Records
9. Contribution Records

The following are some common retention periods. These apply to both physical and electronic documents. If no physical copy of an electronic document is retained, the means to “read” the electronic document must also be retained.

1. ACCOUNTING AND FINANCE

1. CONTRACTS

1. CORPORATE RECORDS

1. ELECTRONIC DOCUMENTS
2. Electronic Mail: Not all e-mail needs to be retained, depending on the subject matter.

• All e-mail—from internal or external sources—is to be deleted after 12 months.
• Staff will strive to keep all but an insignificant minority of their e-mail related to business issues.
• Keys for Kids will archive e-mail for six months after staff have deleted it, after which time the e-mail will be permanently deleted.
• All Keys for Kids business-related email should be downloaded to a service center or user directory on the server.
• Staff will not store or transfer Keys for Kids-related e-mail on non-work-related computers except as necessary or appropriate for Keys for Kids purposes.
• Staff will take care not to send confidential/proprietary Keys for Kids information to outside sources.
• Any e-mail staff deems vital to the performance of their job should be copied to the staff’s network drive folder, and printed and stored in the employee’s workspace.

1. Electronic Documents:  including Microsoft Office Suite and PDF files. Retention depends on the subject matter.
2. Web Page Files: Internet Cookies

• All workstations: Web browsers should be scheduled to delete cookies once per month.

If an electronic document is reproduced into paper form, the official document will be considered the electronic document.

1. PAYROLL DOCUMENTS

1. PERSONNEL RECORDS

 PROPERTY RECORDS

1. TAX RECORDS

CONTRIBUTION RECORDS