Document Retention and Destruction Policy

Preamble

1Path2Peace’s document retention and destruction policy aims to systematically document, review, retain, and destroy documents received or created by 1Path2Peace in connection with the transactions of 1Path2Peacenon-profit activities. It lays down procedures for destruction and retention in addition to the stipulated time period for which the documents need to be retained. This policy is designed to ensure compliance with federal and state laws and regulations, to eliminate accidental or innocent destruction of records and to facilitate 1Path2Peace operations by promoting efficiency and freeing up valuable storage space.

Document Retention

The following table indicates the minimum requirements(time period) for which the following documents would be retained by the organisation.

Type of Document	Minimum Requirement
Articles of Incorporation	Permanently
Memorandum of Association	Permanently
Constitution	Permanently
Bylaws	Permanently
Board meeting minutes	Permanently
Email communication	3 years

Accounting and Tax Records 

Type of Document	Minimum Requirement
Annual Audits and Financial Statements	Permanently
Donation Receipts (cash, check, credit card)	5 years
Fund raising expense records	5 years
Investment Statements	5 years

Bank Records 

Type of Document	Minimum Requirement
Bank Statements and Reconciliation	5 years
Electronic funds transfer Documents	5 years

Donor and Grant Records

Type of Document	Minimum Requirement
Grant Application and Contracts	5 years

Legal, Insurance, and Safety Records

Type of Document	Minimum Requirement
Copyright Registrations	Permanently
Insurance policies	Permanently
Trademark Registrations	Permanently
General Contracts with third parties	2 years after termination

Document Destruction 

1. Paper or electronic documents indicated under the terms for retention in the above  section will be transferred and maintained by the administration and management of the organisation.
2. All other paper documents will be destroyed after the given time period.  
3. All other electronic documents will be deleted from all individual computers, data bases, networks, and back-up storage after 1 year;  
4. No paper or electronic documents will be destroyed or deleted if pertinent to any ongoing or anticipated government investigation or proceeding or private litigation.
5. No paper or electronic documents will be destroyed or deleted as required to comply with government auditing standards.

Failure

Failure to comply with the policy regarding destruction and retention of documents would result in legal action according to the State laws. The higher management would ensure that all documents are in compliance with new or revised regulations.