Purpose

A document retention policy helps staff and volunteers know what documents (including electronic files and emails) need to be kept and for how long. It also identifies how documents should be filed and destroyed. IRS Form 990 asks whether the filing organization has a document retention policy. It is one of several governance policies the IRS cares about. It can also help the nonprofit to comply with substantive laws and regulations by having documentation needed in an audit.

This policy covers all records and documents, including electronic files and emails, and contains guidelines for how long certain documents should be kept and how they should be destroyed. The purpose is to ensure that all records necessary for business and compliance reasons will be retained for a period of time that will reasonably assure their availability when needed, but for a period of time no longer than reasonably necessary. All Sustainable Economies Law Center directors, staff, interns, fellows, and volunteers (collectively referred to in this policy as “personnel”) shall manage, protect, and maintain all records in accordance with this policy.

See the full policy in the embedded doc below.

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