Document Retention and Destruction Policy #
Source: OASIS Open Document Retention and Destruction Policy.
Overview #
OASIS maintains records according to defined retention schedules and destroys them only as authorized. This policy applies to all staff who create, receive, or manage organizational records in any form — paper or electronic. The (Interim) ED is accountable for policy execution and will appoint a delegate to take responsibility for all decisions under this policy.
Storage and Custodianship #
Paper documents are maintained at OASIS headquarters. Electronic records reside on OASIS-controlled servers. Staff should not store organizational records on personal devices or personal cloud services. Records may not be destroyed outside the schedule below, and never during a legal hold.
Legal Holds #
If OASIS receives notice of government investigation, litigation, legal proceedings, or a mandatory production order, all document destruction must stop immediately for affected records until legal counsel provides written authorization to resume. If you receive any such notice or become aware of potential litigation, notify the (Interim) ED and legal counsel immediately.
Destruction Methods #
- Standard destruction: deletion, recycling, or discarding
- Secure destruction: incineration, shredding, or secure data erasure appropriate to the storage media
Records designated for secure destruction must never be disposed of by ordinary deletion or recycling.
Retention Schedule #
Corporate Governance — Retain Indefinitely #
Articles of incorporation, bylaws, board minutes and resolutions, legal correspondence, intellectual property registrations, and real property documents are never destroyed.
Audit and Tax Records #
| Record | Retention |
|---|---|
| IRS Form 990 | Indefinite |
| Tax returns and working papers | Indefinite |
| Form 1099 | 7 years (secure destruction) |
| W-2 statements and payroll tax returns | 7 years (secure destruction) |
Financial Records — Retain Indefinitely #
Accounting policies, general ledgers, capital stock records, important contracts, depreciation schedules, insurance policies, and donations.
Accounting Records #
| Record | Retention |
|---|---|
| Payroll registers | Indefinite |
| Accounts payable/receivable | 7 years |
| Vendor payments and purchase orders | 7 years |
| Expense reports | 7 years |
| Credit card receipts | 3 years |
| Bank statements | 10 years |
| Bank reconciliations | 3 years |
Personnel Files #
| Record | Retention |
|---|---|
| Employee handbooks and offer letters | Indefinite |
| Personnel files | 7 years (secure destruction) |
| Job applications and background checks | 3 years (secure destruction) |
| Terminated employee files | 7 years after termination (secure destruction) |
| Performance reviews and payroll records | 7 years (secure destruction) |
Management and General Records #
| Record | Retention |
|---|---|
| Strategic and disaster recovery plans | 7 years |
| General correspondence and email | 2 years |
| Requisitions | 2 years |
Technical Committee Records — Retain Indefinitely #
Membership agreements, participation records, meeting minutes, approved standards, voting records, public comments, and intellectual property declarations are never destroyed.