Document Retention Policy Sample

RECORD RETENTION AND DESTRUCTION POLICY
1) Purpose
The purpose of this Policy is to ensure that necessary records and documents of the Northwest Foundation,
Inc. are adequately protected and maintained and to ensure that records that are no longer needed by
Northwest Foundation, Inc or are of no value are discarded at the proper time. This Policy is also for the
purpose of aiding employees of the Foundation in understanding their obligations in retaining electronic
documents - including e-mail, Web files, text files, sound and movie files, PDF documents, and all
Microsoft Office or other formatted files.
2) Policy
This Policy represents the Northwest Foundation’s policy regarding the retention and disposal of records
and the retention and disposal of electronic documents.
3) 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 Northwest Foundation and the retention and
disposal schedule of electronic documents. The Finance Officer (the “Administrator”) is the officer 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 Northwest
Foundation, Inc.; monitor local, state and federal laws affecting record retention; annually review the
record retention and disposal program; and monitor compliance with this Policy.
4) Suspension of Record Disposal In Event of Litigation or Claims
In the event the Foundation is served with any subpoena or request for documents or any employee
becomes aware of a governmental investigation or audit concerning Northwest Foundation, Inc. or the
commencement of any litigation against or concerning the Foundation, such employee shall inform the
Administrator and any further disposal of documents shall be suspended until shall time as the
Administrator, with the advice of counsel, determines otherwise. The Administrator shall take such steps as
are necessary to promptly inform all staff of any suspension in the further disposal of documents.
5) Applicability
This Policy applies to all physical records generated in the course of the Foundations operation, including
both original documents and reproductions. It does not apply to independent contractor records as we rely
upon the governing boards of third party vendors to set appropriate retention policies for their members. It
also applies to the electronic documents described above.
This Policy was approved by the Board of Directors of Northwest Foundation, Inc.
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