Flenniken Public Library - Library Policies

Documents Retention Policy - Adopted July 14, 2009

Flenniken Public Library

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Documents Retention Policy
For Flenniken Public Library

The purpose of this policy is to: 1) provide a system for complying with document retention laws; 2) ensure that the organization retains valuable documents; 3) save money, time and space; 4) protect the organization against allegations of selective document destruction, and; 5) provide for routine destruction of non-business, superfluous, and outdated documents.

Documents that should be retained and the period of retention are listed below. In general, documents that are not subject to a retention requirement should be kept only long enough to accomplish the task for which they were generated.

The Flenniken Public Library has a legal duty to retain all documents which it knows or believes may be relevant to any legal action. Such documents also include those that could lead to discovery of admissible evidence. Accordingly, all document destruction is automatically suspended when a lawsuit, claim, or government investigation is pending, threatened or reasonably foreseeable. In such a case, paper document destruction, as well as electronic destruction must cease immediately. In the case of electronic destruction, the Library Director is responsible for ensuring that any automatic destruction program is disabled, as well as reviewing all electronic systems that contain documents potentially relevant to the litigation or claim.

All documents, including electronic documents, that are no longer relevant to the organization’s business, should be destroyed every 60 days. For example, do not retain drafts of any documents that have been finalized. Personal notes should not be kept after they are no longer needed.

Documents should be kept, in the original form, on site, during the retention period, if possible. Documents may be stored on disks, microfilm, etc., as well as off site, as necessary. After the retention period has ended, the documents should be shredded either internally or externally. If documents are to be destroyed externally, only a vendor certified by the Library Director may be used.

In accordance with this Flenniken Public Library’s policy, the following documents must be retained or destroyed as set forth in the schedule below:

FINANCIAL DOCUMENTS MINIMUM RETENTION REQUIREMENT

Accounts Payable Ledgers and Schedules	5 years
Audit Reports	Permanently
Bank Reconciliations and Statements	7 years and/or until all federal and state audit requirements have been met.
Checks (for important payments and purchases)	5 years or 4 years after item purchased is no longer owned.
Correspondence – customers/vendors	Depends on issue in correspondence and whether there is a contract; if potential litigation—3 years until threat of litigation has passed; if contract claim is possible, 4 years or until potential claim has dissipated.
Depreciation Schedules	While active + 7 years
Expenses and Purchases – Documentation can include: cash register tapes, account statements, canceled checks, invoices, credit card sales slips.	5 years
Gross Receipts-amounts received from all sources. Documents that support gross receipts include: cash register tapes, bank deposit slips, receipt books, invoices, credit card charge slips and Form 1099-MISC	7 Years
Year-end financial statements	7 years

HUMAN RESOURCE MINIMUM RETENTION REQUIREMENTS
DOCUMENTS

Affirmative Action Plan and Related Information	1 year from date of Plan Year
Age Discrimination in Employment Act	Records relating to discrimination charges-until final disposition of the charge.
Applications for Employment and Resumes- For those who were not hired. Unsolicited Applications for Employment	OFCCP large contractor and schools-2 years; Age Discrimination in Employment Act (ADEA); Title VII and ADA-1 year from date of submission; driving records are regarded as hiring records and should be kept for same period of time. Two years as above.
EEO Claims	While active, plus three years.
EEO Reports	As long as current. If an OFCCP contractor-1 year. If OFCCP contractor with more than 150 employees or $150,000 in contracts, then must keep for 2 years.
Employee Benefit Plans	Records relating to ADEA-1 year after termination of plan. Records relating to payment of premiums while on FMLA leave. 3 years after final payment was made for premiums. Records relating to date mentioned in the Summary Plan Description-6 years after data and description were published to employees.
ERISA Records relating to Welfare and Pension Benefits	6 years.
Employment Tax Records and Returns	4 years after the date the tax becomes due or is paid.
Employment Documents Relevant to Discrimination or Other Statutory Claims	1 year after charge is resolved.
Employment Turn-Downs (Rejection Letters)	Two years after letter is sent.
FMLA Leave Documents	3 years after end of leave period.
I-9s	3 years from date of hire or 1 year after termination, whichever is later.
Interview Information and Reference Checking Notes	1 year after job is filled. References 2 years after record is made.
Job Advertisements and Job Requests Made to Agencies	1 year after placement of advertisement or request for an employee.
Job Description	2 years after record is made.
OSHA Logs	5 years for OSHA Form 200, 300 and 301 and OSHA 101; legally required medical exams and toxic exposure records for duration of the individual’s employment, plus 30 years.
Personal Medical Information	1 year after termination; Medical Certifications: 3 years after certification is obtained. Medical information includes all medical records, physical examinations, workers comp claims, drug and alcohol testing, medical forms requesting health information for insurance purposes.
Payroll Records and Summaries	3 years from the last date of entry. 4 years for FICA-related information.

Personnel Files (terminated employees)-Should include employment application, discipline reports, evaluations, salary history, etc.	7 years
Policies, Guidelines and Employee Handbooks	For as long as they are current and at least 3 years after they are outdated.
Recruiting Information – Advertisements, Job Postings, interview information, Applications for Employment when not hired.	1 year after record is made.
Retirement and Pension Records	During the time the Plan is active plus 6 years after discontinuance of the Plan.
Timesheets	7 years
Unemployment Insurance Documents – Quarterly Contribution Report and Employment Report	4 years after tax is paid.

MISCELLANEOUS MINIMUM RETENTION REQUIREMENT
DOCUMENTS

Grant and Contract Reports	Life of grant or contract, plus 3 years after expiration of grant or contract; review grant or contract for any separate record-keeping requirements.
Insurance Records, Accident Reports, Claims	Workers Compensation Claims-10 years after close of matter. Long-term Disability-10 years after return to work, retirement or death.

DOCUMENTS THAT SHOULD BE KEPT PERMANENTLY

Minute Books
Charter (Articles of Incorporation)
By-Laws and all Amendments
Form 990 and any Schedules filed with the form
1023 Application for Tax-Exempt Status, all Support Documents submitted with the form, and all documents that the IRS requires the organization to submit.
Trademark Registrations and Copyrights-Life of trademark
Patents, Related Papers. Life of patent +6 years.
Deeds, Mortgages, Notes and Leases
Sales Tax and Real Estate Tax Exemption documents

This policy is based upon a document created by Southwest Pennsylvania Human Services and is used with their permission.

Flenniken Public Library - Documents Retention Policy

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