Vibha’s Document Retention and destruction policy provides for the systematic review, retention, and destruction of documents received or created by Vibha in connection with the transactions of Vibha’s non-profit activities. This policy covers all records and documents, regardless of physical form, contains guidelines for how long certain documents should be kept and how records should be destroyed. The policy is designed to ensure compliance with federal and state laws and regulations, to eliminate accidental or innocent destruction of records and to facilitate Vibha’s operations by promoting efficiency and freeing up valuable storage space.

Document Retention

Vibha will follow the document retention procedures outlined below. Documents that are not listed, but are substantially similar to those listed in the schedule, will be retained for the appropriate length of time.




Corporate Records

Type of Document

Document Format

Length of Retention

Article of Incorporation

Paper/Electronic

Permanent

IRS Determination Letter

Paper/Electronic

Permanent

Constitution

Electronic

Permanent

Bylaws

Electronic

Permanent

Resolutions

Electronic

Permanent

Board Meeting Minutes

Electronic

Permanent

Board Policies and Resolution

Electronic

Permanent

E-mail Communications

Electronic

7 Years

Copyright Registrations

Electronic

Permanent

Annual Reports

Electronic

Permanent

Amendments in By-Laws

Paper/Electronic

Permanent

Contracts (after expiration)

Paper/Electronic

7 Years

Correspondence General

Paper/Electronic

7 Years

Legal Documents

Type of Document

Document Format

Length of Retention

Copyright Registrations

Paper/Electronic

Permanent

Stock and Bond Records

Paper/Electronic

Permanent

Insurance Policies

Paper/Electronic

Permanent

Trademark Registration

Paper/Electronic

Permanent

General Contracts

Paper/Electronic

7 Years after expiration




Financial Documents

Type of Document

Document Format

Length of Retention

Audit and Financial Statements

Paper/Electronic

Permanent

Form 990 Tax Return

Paper/Electronic

Permanent

Bank Statements and Reconcillation

Electronic

7 Years

Investment Statements

Electronic

7 Years

Credit Card Receipts

Paper/Electronic

7 Years

General Ledger

Electronic

7 Years

Journal Entries

Electronic

7 Years

Invoices

Electronic

7 Years

Petty Cash Vouchers

Electronic

7 Years

Cash Receipts

Electronic

7 Years

Depreciation Schedules

Paper/Electronic

7 Years

Electronic Fund Transfer Document

Electronic

7 Years

Check Registers

Paper/Electronic

7 Years

Bank Deposit Slips

Paper/Electronic

7 Years



Donor Information

Type of Document

Document Format

Length of Retention

Donor Records (No Credit Cards)

Electronic

7 Years

Grant Applications and Contracts after completion

Electronic

7 Years



Storage of Documents

An electronic copy of all paper documents is stored at an online location. All electronic documents are stored in two locations that are physically separated. Electronic documents are stored in cloud that adheres to industry standards for safety and security.

Document Destruction

Credit Card and PCI Information

Information about donor’s credit card are never stored in paper or electronic format. The only exception to this is for donors who signed up for monthly recurring donation. Such information is stored electronically on the credit card processing company’s servers and is encrypted as required by the industry standards. Any credit card information collected via paper is shredded and disposed after processing the transaction.

All other documents

All paper documents that are past the retention period is shredded and disposed in a safe manner.