LLLI Document Retention
Purpose: This Document Retention Policy La Leche League International (LLLI) identifies the record retention responsibilities for maintaining and documenting the storage and destruction of the association’s documents and records.
1. Rules. LLLI is required to honor these rules: (a) paper or electronic documents indicated under the terms for retention below will be transferred and maintained by the association management offices; (b) all other paper documents will be destroyed after three years; (c) all other electronic documents will be deleted from all individual computers, data bases, networks, and back-up storage after one year; and (d) no paper or electronic documents will be destroyed or deleted if pertinent to any ongoing or anticipated government investigation or proceeding or private litigation.
2. Terms of retention.
| Document | Retention Period |
|---|---|
| Board of Directors Minutes | Permanently |
| Other Minutes (such as committees) | 4 years |
| Bylaws/Articles of Incorporation (including previous versions) | Permanently |
| Professional Standards/Code of Ethics | Permanently |
| Constituent or Donor Files | 4 years after expiration |
| Event/Program Files | |
| Class handouts | 4 years |
| Registration forms | 4 years |
| Class evaluations | 4 years |
| Registration list | Permanently |
| Advertising Forms/Renewal Forms | 4 years |
| Event/Planning records | 4 years |
| Sponsorship List | 4 years |
| Promotional Literature | 4 years |
| Contracts | 4 years |
| Sign-in sheets | Permanently |
| Final P & L Summary | Permanently |
| Annual Sponsorship Program Files | |
| Sponsor list with benefits provided | 4 years |
| Annual Program Benefits | 4 years |
| Award History (recipient list) | Permanently |
| Applications | 4 years |
| Insurance | |
| Insurance Policies (current) | |
| Insurance Policies (expired) | 4 years |
| Insurance records, accident reports, claims, etc | Permanently |
| Client Contracts (expired) | |
| General | 4 years |
| Legal and important matters only | Permanently |
| Routine with customers and/or vendors | 4 years |
| Financial Records | |
| IRS Determination Letter | Permanently |
| Bank Reconciliations | 4 years |
| Tax Returns | Permanently |
| Duplicate deposit slips | 4 years |
| Checks (cancelled) | 7 years |
| Audit reports | Permanently |
| Checkbooks | Permanently |
| Internal reports (miscellaneous) | 4 years |
| Payroll records and summaries | 7 years |
| Chart of Accounts | Permanently |
| AP/AR Records (deposit records, AP) | 7 years |
| Financial Statements | |
| Annual Financial Statements | Permanently |
| Investment Statements | Permanently |
| End of Year Statements | Permanently |
| Newsletters/Printed Literature (up to 5 samples) | 4 years |
| Photographs | Permanently |
| Garnishments | 7 years |
| Trademark registrations and copyrights | Permanently |
| Accreditation and/or certification files | Permanently |
3. Exceptions. Exceptions to these rules and terms for retention may be granted only by the association’s Board of Directors.
(October 2019)