Greater Kansas City Friends of Fisher House
Document Retention & Destruction Policy
Adopted: 8.13.25
Purpose
This policy ensures that the Greater Kansas City Friends of Fisher House (GKCFFH) maintains necessary records for operational, legal, and historical purposes, protects confidential information, and responsibly disposes of outdated or irrelevant documents. This supports transparency, compliance, and effective governance while minimizing unnecessary storage costs.
Scope
This policy applies to all physical and digital records created, received, or maintained by GKCFFH, including those managed by our retained digital and social media company.
Record Retention Guidelines- Based on Fiscal Year: Calendar
| Document Type | Retention Period |
|---|---|
| Articles of Incorporation, Bylaws | Permanently (digital & physical) |
| IRS Determination Letter & 990 Forms | Permanently (digital & physical) |
| Financial Statements & Annual Budgets | Digital in perpetuity; hard copy 7 years |
| Bank Statements Receipts, Invoices | 7 years (digitally or retained in actual account) |
| Board Meeting Minutes & Agendas | Permanently (digital) |
| Contracts, MOUs, and Grant Agreements | 7 years after termination; digital |
| Personnel and Volunteer Records | 3 years after service ends; digital |
| Donor Records & Gift Acknowledgments | 7 years digitally |
| Marketing & Event Files | 3 years (digital) |
| Current Policies and Procedures | Permanently (digital) |
Note: Documents not specifically listed will be retained according to their function or classification.
Digital Storage Practices
- All financial and organizational documents are stored in a secure Dropbox folder managed by our retained digital and social media company.
- Access to this folder is granted to all current Board Members.
- Login credentials and passwords are securely maintained and updated by the digital management provider, with strong safeguards to prevent unauthorized access.
Destruction Procedures
Once a document has passed its retention period and is not subject to litigation, audit, or investigation hold:
- Hard copies shall be shredded securely.
- Digital files shall be permanently deleted in a manner that reasonably prevents recovery.
- The Board Secretary or designated staff will oversee routine file review and destruction procedures annually.
Annual Statement of Review
Rather than a formal audit, GKCFFH will conduct an Annual Statement of Review with a certified accountant (non-Board member) to examine financial procedures, compliance, and recordkeeping. This ensures fiscal responsibility and stewardship while maximizing funds available for our mission of supporting veterans and military families.
Confidentiality & Compliance
All Board Members and volunteers must adhere to this policy. No documents should be destroyed if they relate to an ongoing or anticipated legal matter or audit.
Policy Review
This policy will be reviewed every three years by the Board of Directors to ensure compliance with evolving legal requirements and operational needs.
