Records Retention and Destruction Policy

It is very important that certain records be retained. The current IRS letter of determination, the current bylaws and standing rules approved by the state parliamentarian and the articles of incorporation (for incorporated PTAs) should be readily available at all times.

In 2016, a policy for handling PTA records was adopted by the California State PTA Board of Directors and Board of Managers. It meets all applicable state and federal statutes related to document retention for nonprofit organizations.

As summarized below, the policy is intended as a guide for model practices at the local district, council and unit level.

The purposes of the policy include:

(a) The retention and maintenance of documents necessary for the proper functioning of local PTA as well as to comply with applicable legal requirements;

(b) The destruction of documents which no longer need to be retained; and,

(c) Guidance for the Board of Directors (the “Board”), officers, and other constituencies with respect to their responsibilities concerning document retention and destruction.

Please refer to the Toolkit online at toolkit.capta.org for the complete policy recommended for all districts, councils and units.

RETENTION SCHEDULE

Permanent Storage

Accounting & Finance

• Annual Financial Statements & Financial Review Reports
• Cancelled Checks – special, such as loan repayment
• General Ledger

Contributions/Gifts/Grants

• Contribution Records
• Documents Evidencing Terms of Gifts

Governance

• Articles of Incorporation & Amendments
• Bylaws & Amendments
• Minute Books, including Association, Board & Committee Minutes
• Annual Reports & Returns to State & Federal Agencies
  • IRS 990N, 990EZ or 990
  • Franchise Tax Board 199N or Form 199
  • Attorney General –
    • RRF-1
    • Raffle Reports (if applicable)

    Electronic Mail (Email)

    • Emails considered important or of lasting significance

    Retirement & Pension Records

    Insurance

    • Property, D&O, Workers’ Compensation & General Liability Insurance Policies
    • Insurance Claims Records

    Legal Correspondence

    10 Years

    • Personnel Records
    • Employee Contracts
    • Personal Property Leases

    7 Years

    • Accounts Payable
    • Accounts Receivable
    • Bank Statements, Reconciliations & Deposit Slips
    • Cancelled Checks – routine
    • Credit Card receipts
    • Employee/Business Expense Reports/Documents
    • Interim Financial Statements
    • Grant Records

    3 Years

    • Conflict/whistleblower forms

    2 Years

    • Hard copy correspondence and internal memoranda – routine matters
    • Electronically stored documents – routine matters

    12 Months

    • Emails – routine