Document Retention Policy
What records we keep, for how long, and what happens to them afterwards.
Purpose
This policy exists so that we keep the records we are required to keep, keep them long enough, and dispose of the rest responsibly. It applies to records in any form, on paper or electronic, and to everyone acting on behalf of Inclusive Ski Touring.
The exception that overrides everything else
If litigation, an audit or a government investigation is threatened, anticipated or underway, all destruction of documents that could be relevant stops immediately, regardless of the retention periods below, and stays stopped until the matter is resolved. Anyone who becomes aware of such a matter must tell an officer of the Board at once.
How long we keep things
Minimum retention periods
| Record type | Keep for |
|---|---|
| Articles of incorporation, bylaws, IRS determination letter, minutes | Permanently |
| Form 990 and supporting tax records | At least 7 years from filing |
| Board and committee materials | Permanently |
| Financial statements and audit records | Permanently |
| Banking and accounting records | 7 years |
| Contracts and agreements | 7 years after expiry or termination |
| Insurance policies and claims | Permanently |
| Employment and volunteer personnel records | 7 years after the person leaves |
| Participant waivers and registration records | 7 years from the program date |
| Participant medical or accommodation information | 3 years, then destroyed securely |
| Photo and story consents | For as long as the image or story is in use, plus 3 years |
| Incident and near miss reports | Permanently |
| Grant agreements and reporting | 7 years after the grant closes |
| Donor records | 7 years |
| Correspondence of no lasting value | 2 years |
Electronic records and email
Most of our records are electronic and they are kept in our organizational cloud storage, not on individual devices or personal accounts. Records held in a personal account are still organizational records and must be moved into shared storage.
Email is not a filing system. Email that constitutes a record under the table above should be saved into shared storage where it belongs. Email of no lasting value can be deleted.
Personal and sensitive information
Participant medical information, accommodation requests and anything else a participant has told us in confidence are kept only as long as the table above requires, are visible only to the people who need them to run a program safely, and are destroyed securely. We do not keep this information for marketing and we do not share it. Our privacy policy explains what we hold and why.
Disposal
Paper records containing personal or financial information are shredded. Electronic records are deleted from shared storage and from backups where that is technically possible. Disposal is carried out or authorized by an officer of the Board.
Who is responsible
The Secretary of the Board is the records owner for this policy. The Executive Director is responsible for day-to-day compliance. The Board reviews this policy periodically.