Revision Date - 11/27/2016
RECORD RETENTION
The information listed in the retention schedule below is intended as a guideline and may not contain all the records NHAHA may be required to keep in the future. Questions regarding the retention of documents not listed on this chart should be directed to the NHAHA President.
From time to time, the NHAHA President may issue a notice known as a “legal hold” suspending the destruction of records due to pending, threatened or otherwise reasonably foreseeable litigation, audits, government investigations or similar proceedings. No records specified in any legal hold may be destroyed, even if the scheduled destruction date has passed, until the legal hold is withdrawn in writing by the NHAHA President.
File Category | Item | Retention Period |
---|---|---|
Corporate Records | ||
Bylaws and Articles of Incorporation | Permanent | |
Corporate Resolutions | Permanent | |
Board meeting agenda & minutes | Permanent | |
Finance & Administration | ||
Financial Statements | 7 years | |
Tax Accountant notes | 7 years | |
Check register & check copies | 7 years | |
Bank deposits & statements | 7 years | |
Chart of accounts | 7 years | |
General ledgers & journals (bank reconciliations) | 7 years | |
Equipment files & maintenance records | 7 years after disposition | |
Contracts & agreements | 7 years after all obligations end | |
Correspondence – general | 3 years | |
Insurance Records | ||
Policies – occurrence type | Permanent | |
Policies – claims-made type | Permanent | |
Accident reports | 7 years | |
Tax | ||
IRS exemption determination & related correspondence | Permanent | |
IRS form 990s | 7 years | |
Technology | ||
Software licenses & support agreements | 7 years after all obligations end |