Document Retention & Destuction

Document Retention & Destruction Policy

True and Faithful Pet Rescue Mission, Inc.

 

Purpose

This policy ensures proper maintenance, security, and destruction of organizational records in
compliance with legal and operational requirements.

 

Records Covered

Financial records, donor records, adoption contracts, program files, board minutes, policies, emails,
and internal communications.

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Retention Schedule

Permanent: Articles of Incorporation, bylaws, IRS determination letter, board minutes.

7 years: Financial statements, audits, donation records, bookkeeping documents.

3 years: General correspondence, volunteer applications, internal notes.

1 year: Routine emails or documents with no long-term relevance.

 

Storage & Security

All records must be securely stored physically or electronically to protect sensitive information.

 

Destruction

Paper documents must be shredded. Electronic files must be securely deleted at the end of their
retention period.

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