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Document Retention Policy Talking Points Key areas for explanation in a document retention policy include: Why does [your nonprofit] need a document retention and storage policy It s required by the Public Company Accounting Reform and Investor Protection Act of 2002 (Sarbanes-Oxley) What documents and records should be preserved and why See list of documents below Why is there a rule against document destruction When should you not destroy materials If an official investigation is underway or even suspected, nonprofit management must stop any document purging in order to avoid criminal obstruction charges Writing the Policy Talking Points What the Document Retention and Storage Policy is and why it is required by law It s not just a best practice it s the law and it applies to all organizations in this country Your nonprofit has an obligation to your donors, your clients, your board, and your staff to ensure your organization is in compliance with this component of Sarbanes-Oxley legislation How does it work In this section of the policy, provide your staff and volunteers with some clear guidelines (Just emphasize the important issues the guidelines should not be voluminous If your guidelines are over ten pages, consider if all of the information is necessary and sufficient) The guidelines should answer the questions: How do I start What should my files look like when I m finished How long do I have to do this What files should I ensure are retained and stored (this will be discussed in the next section) When should I not destroy files When an instruction is sent to everyone at the [your nonprofit] to stop document destruction You are expected to stop destroying documents until you receive an instruction stating that document destruction can resume How to maintain files and determine which are sent to storage Also discuss when files can be destroyed (after X number of years depending on the type of file and not when a moratorium is in place) Documents Not all of these document categories are applicable to your nonprofit, so only include the ones that are and add those special document categories your nonprofit needs ( but might not have been on the list) Be sure to nclude a brief description of these documents that would be meaningful to the staff and volunteers at your nonprofit Types of documents your nonprofit would need to store/archive and be able to retrieve: Financial documents, reports, analysis, and forecasts: Donor records, history, and correspondence HR records, including volunteer and board files and contracts with your nonprofit s management, staff, and volunteers (if applicable) Documents that reflect the sale of property, merchandise, or any tangible or intangible assets Documents that a regulatory agency or the law requires you to retain, such as tax returns, business license documents, professional licenses, vehicle registration forms, and correspondence regarding these documents or about your nonprofit s operations (continues). java ocr pdf to text jPDFText - Java PDF Library to Extract Text from PDF Documents
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