Nationalwomeninroofing.org



NATIONAL WOMEN IN ROOFING, INC.RECORD RETENTION AND DOCUMENT DESTRUCTION POLICYNational Women in Roofing, Inc. (“NWIR”) takes seriously its obligations to preserveinformation relating to litigation, audits, and investigations and implements this Record Retention and Document Destruction Policy in furtherance of its purposes and in compliance with the Public Company Accounting Reform and Investor Protection Act of 2002 (The Sarbanes—Oxley Act of 2002). This policy identifies the record retention and document destruction policies of NWIR members and employees for maintaining and documenting the storage and destruction of NWIR’s documents and records. The information listed in the retention schedule below is intended as a guideline and may not contain all the records NWIR may be required to keep in the future. Records and documents outlined in this policy include paper, electronic files (including email), and voicemail records. Questions regarding the retention of documents not listed in this chart should be directed to the Chair.In accordance with relevant law, NWIR members or employees shall not knowingly destroy a document with the intent to obstruct or influence an “investigation or proper administration of any matter within the jurisdiction of any department agency of the United States or in relation to or contemplation of such matter or case.” If an official investigation is underway or even suspected, document purging must stop in order to avoid criminal obstruction.Retention ScheduleFile CategoryItemRetention PeriodCorporate RecordsBylaws and Articles of Incorporation PermanentCorporate resolutionsPermanentBoard and committee meeting agendas andminutesPermanentConflict-of-interest disclosure forms4 yearsFinance andAdministrationFinancial statements (audited)7 yearsAuditor management letters7 yearsPayroll records7 yearsCheck register and checks7 yearsBank deposits and statements7 yearsChart of accounts7 yearsGeneral ledgers and journals (includes bankreconciliations)7 yearsInvestment performance reports7 yearsEquipment files and maintenance records7 years after dispositionContracts and agreements7 years after all obligationsendCorrespondence — general3 yearsInsurance RecordsPolicies — occurrence typePermanentPolicies — claims-made typePermanentAccident reports7 yearsSafety (OSHA) reports7 yearsClaims (after settlement)7 yearsGroup disability records7 years after end of benefitsReal EstateDeedsPermanentLeases (expired)7 years after all obligationsendMortgages, security agreements7 years after all obligationsendTaxIRS exemption determination and relatedcorrespondencePermanentIRS Form 990s7 yearsCharitable Organizations RegistrationStatements (filed with Minnesota AttorneyGeneral)7 yearsHuman ResourcesEmployee personnel filesPermanentRetirement plan benefits (plan descriptions,plan documents)PermanentEmployee handbooksPermanentWorkers comp claims (after settlement)7 yearsEmployee orientation and training materials7 years after use endsEmployment applications3 yearsIRS Form I-9 (store separate from personnelfile)Greater of 1 year after endof service, or three yearsWithholding tax statements7 yearsTimecards3 yearsTechnologySoftware licenses and support agreements7 years after all obligationsendAdopted by the Board of Directors on __________________________, 2016.Print name: __________________________________________Signature: ___________________________________________Title: _______________________________________________Date: _______________________________________________ ................
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