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--- addendum_b [2025/01/22 21:55] – created admin
+++ addendum_b [2025/01/23 16:00] (current) – [Document Retention and Destruction Policy] admin
@@ Line 62: / Line 62: @@
     - paper or electronic documents indicated under the terms for retention below will be transferred and maintained by the administrative staff;
     - all other paper documents will be destroyed after three years;
-    - all other electronic documents will be deleted from all individual computers, data bases, networks, and back-up storage after one year; and
+    - all other electronic documents will be deleted from all individual computers, data bases, networks, and backup storage after one year; and
     - no paper or electronic documents will be destroyed or deleted if pertinent to any ongoing or anticipated government investigation or proceeding or private litigation.
   - Terms for retention.
+    - Retain permanently:
-a	Retain permanently:
+        - Governance records — Charter and amendments, Bylaws, other organizational documents, governing board and board committee minutes.
-●	Governance records — Charter and amendments, Bylaws, other organizational documents, governing board and board committee minutes.
+        - Tax Records — Filed state and federal tax returns/reports and supporting records, tax exemption determination letter and related correspondence, files related to tax audits.
-●	Tax Records — Filed state and federal tax returns/reports and supporting records, tax exemption determination letter and related correspondence, files related to tax audits.
+        - Intellectual property records — Copyright and trademark registrations and samples of protected works.
-●	Intellectual property records — Copyright and trademark registrations and samples of protected works.
+        - Financial records — Audited financial statements, attorney contingent liability letters.
-●	Financial records — Audited financial statements, attorney contingent liability letters.
+    - Retain for ten years:
+        - Pension and benefit records — Pension (ERISA) plan participant/beneficiary records, actuarial reports, related correspondence with government agencies and supporting records
-b. Retain for ten years:
+        - Government relations records — State and federal lobbying and political contribution reports and supporting records.
-●	Pension and benefit records — Pension (ERISA) plan participant/beneficiary records, actuarial reports, related correspondence with government agencies and supporting records
+    - Retain for three years:
-●	Government relations records — State and federal lobbying and political contribution reports and supporting records.
+        - Employee/employment records — Employee names, addresses, social security numbers, dates of birth, INS Form I-9, resume/application materials, job descriptions, dates of hire and termination/separation, evaluations, compensation information, promotions, transfers, disciplinary matters, time/payroll records, leave/comp time/FMLA, engagement and discharge correspondence, documentation of basis for independent contractor status (retain for all current employees and independent contractors and for three years after departure of each individual).
+        - Lease, insurance, and contract/license records – Software license agreements, vendor, hotel and service agreements, independent contractor agreements, employment agreements, consultant agreements, and all other agreements (retain during term of the agreement and for three years after the termination, expiration, and non-renewal of each agreement).
-c. Retain for three years:
+    - Retain for one year:
-●	Employee/employment records — Employee names, addresses, social security numbers, dates of birth, INS Form I-9, resume/application materials, job descriptions, dates of hire and termination/separation, evaluations, compensation information, promotions, transfers, disciplinary matters, time/payroll records, leave/comp time/FMLA, engagement and discharge correspondence, documentation of basis for independent contractor status (retain for all current employees and independent contractors and for three years after departure of each individual).
-●	Lease, insurance, and contract/license records – Software license agreements, vendor, hotel and service agreements, independent contractor agreements, employment agreements, consultant agreements, and all other agreements (retain during term of the agreement and for three years after the termination, expiration, and non-renewal of each agreement).
-d. Retain for one year:
 ●	All other electronic records, documents and files – Correspondence files, past budgets, bank statements, publications, employee manuals/policies, procedures, survey information.
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 Conflict of Interest Forms will be distributed at the beginning of every budget year in January to be completed, signed and returned to the Organization’s office.
+;;#
+[[start|Home]] | [[addendum a2|Prev: Addendum A.2 – Recommendations for Future Global Speakers Summit]] | [[addendum c|Next: Addendum C – Procedure Document for guiding the nomination questions to ask of a presidential candidate]]
+;;#