Retention & Destruction
Policy and Purposes
This Policy represents the policy of The RedHead Solutions, LLC (the “Company”) with respect to the retention and destruction of Customer (“Users”) documents and other records, both in hard copy and electronic media (collectively, “Documents”). Purposes of the Policy include (a) retention and maintenance of User documents. Notwithstanding the foregoing, the Company reserves the right to revise or revoke this Policy at any time.
2.1 Responsibilities of the Administrator. The Company’s CFO shall be the administrator (“Administrator”) in charge of the administration of this Policy. The Administrator’s responsibilities shall include supervising and coordinating the retention and destruction of User documents pursuant to this Policy and particularly the Document Retention Schedule included below. The Administrator shall also be responsible for documenting the actions taken to maintain and/or destroy Company documents and retaining such documentation. The Administrator is also authorized to periodically review this Policy and Policy compliance with legal counsel. The Administrator may also appoint one or more assistants to assist in carrying out the Administrator’s responsibilities, with the Administrator, however, retaining ultimate responsibility for administration of this Policy.
3. Suspension of Document Destruction; Compliance.
The Company becomes subject to a duty to preserve (or halt the destruction of) documents once proper notification of litigation has been received. Proper notification must be made in writing, and mailed with tracking information available to verify delivery to the address below. Additional notification or tracking information may be electronically mailed to the below email address, although is not effective until written notification is received.
The RedHead Solutions, LLC
Attention: Legal Administrator
4. Electronic Documents; Document Integrity
Documents in electronic format shall be maintained just as hard copy or paper documents are, in accordance with the Document Retention Schedule. Due to the fact that the integrity of electronic documents, whether with respect to the ease of alteration or deletion, or otherwise, may come into question, the Administrator shall attempt to establish standards for document integrity, including guidelines for handling electronic files, backup procedures, archiving of documents, and regular checkups of the reliability of the system; provided, that such standards shall only be implemented to the extent that they are reasonably attainable considering the resources and other priorities of the Company.
It shall be the responsibility of the Administrator, after consultation with counsel, to determine how privacy laws will apply to the Company’s documents from and with respect to employees and other constituencies; and to establish reasonable procedures for compliance with such privacy laws.
6. Emergency Planning
Documents shall be stored in a safe and accessible manner. Documents which are necessary for the continued operation of the Company in the case of an emergency shall be regularly duplicated or backed up and maintained in an off-site location. The Administrator shall develop reasonable procedures for document retention in the case of an emergency.
7. Document Creation and Generation
The Administrator shall discuss with staff the ways in which documents are created or generated. With respect to each employee or Company function, the Administrator shall attempt to determine whether documents are created which can be easily segregated from others, so that, when it comes time to destroy (or retain) those documents, they can be easily culled from the others for disposition.
8. Document Retention Schedule
-Accounting and Finance-
Accounts Payable 7 years
Accounts Receivable 7 years
Annual Financial Statements and Audit Reports Permanent
Bank Statements, Reconciliations & Deposit Slips 7 years
Canceled Checks – routine 7 years
Canceled Checks – special, such as loan repayment Permanent
Credit Card Receipts 3 years
Employee/Business Expense Reports/Documents 7 years
General Ledger Permanent
Interim Financial Statements 7 years
-Corporate and Exemption-
Articles of Incorporation and Amendments Permanent
Bylaws and Amendments Permanent
Minute Books, including Board & Committee Minutes Permanent
Annual Reports to Attorney General & Secretary of State Permanent
Other Corporate Filings Permanent
IRS Exemption Application (Form 1023 or 1024) Permanent
IRS Exemption Determination Letter Permanent
State Exemption Application (if applicable) Permanent
State Exemption Determination Letter (if applicable) Permanent
Licenses and Permits Permanent
Employer Identification (EIN) Designation Permanent
-Correspondence and Internal Memoranda-
Hard copy correspondence and internal memoranda relating to a particular document otherwise addressed in this Schedule should be retained for the same period as the document to which they relate.
Hard copy correspondence and internal memoranda relating to routine matters with no lasting significance- Two years
Correspondence and internal memoranda important to the Company or having lasting significance- Permanent
-Electronic Mail (E-mail) to or from the Company
Electronic mail (e-mails) relating to a particular document otherwise addressed in this Schedule should be retained for the same period as the document to which they relate but may be retained in hard copy form with the document to which they relate.
E-mails considered important to the Company or of lasting significance should be printed and stored in a central repository.- Permanent
E-mails not included in either of the above categories- 12 months
-Electronically Stored Documents-
Electronically stored documents (e.g., in pdf, text or other electronic format) comprising or relating to a particular document otherwise addressed in this Schedule should be retained for the same period as the document which they comprise or to which they relate, but may be retained in hard copy form (unless the electronic aspect is of significance).
Electronically stored documents not included in either of the above categories- Two years
-Employment, Personnel and Pension-
Personnel Records employment ends 10 years after
Employee contracts termination 10 years after
Retirement and pension records Permanent
Property, D&O, Workers' Compensation and General Liability Insurance Policies Permanent
Insurance Claims Records Permanent
-Legal and Contracts-
Contracts, related correspondence and other supporting documentation 10 years after
Termination legal correspondence Permanent
-Management and Miscellaneous-
Strategic Plan 7 years after expiration
Disaster Recovery Plan Replacement 7 years after
Policies and Procedures Manual Current Version with Revision History