The Document Retention and Destruction Policy identifies the record retention responsibilities of staff, volunteers, members of the board of directors, and others for maintaining and documenting the storage and destruction of NFID documents and records.
NFID staff, volunteers, members of the board of directors, committee members, and others (independent contractors via agreements) are required to honor the following rules:
a. Paper or electronic documents indicated under the terms for retention in the following section will be transferred and maintained by appropriate staff ;
b. All other paper documents will be destroyed after three years;
c. All other electronic documents will be deleted from all individual computers, databases, networks, and back-up storage after one year;
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 (check with legal counsel or the executive director for any current or foreseen litigation if employees have not been notified); and
e. No paper or electronic documents will be destroyed or deleted as required to comply with government auditing standards (Single Audit Act).
The following table* indicates the minimum requirements and is provided as guidance. In addition, federal awards and other government grants may provide for a longer period than is required by other statutory requirements.
Continuing Medical Education (CME) Documentation
The following statements serve as guidelines for the retention of files (paper and electronic) related to CME activities, as prescribed by the Accreditation Council for Continuing Medical Education (ACCME).
Attendance/Participation Records: NFID must be able to verify participation of attendees for six years from the date of the activity. To meet this requirement, NFID requires that a final registration list (Excel) and sign-in sheets for attendees requesting CNE and CPE credit are saved for a period of six years from the date of the activity.
Activity Documentation: Activity files and records must be retained for all continuing education activities conducted during the current accreditation period or for the preceding 12 months, whichever is longer. NFID is accountable for any complaints or inquiries received by the ACCME about an NFID activity for 12 months from the date of the activity.
* Adapted from National Council of Nonprofits
National Council of Nonprofits www.councilofnonprofits.org
BoardSource Record Retention and Document Destruction Policy—Download 4 Samples (E-Policy Sampler) www.boardsource.org
Independent Sector www.independentsector.org/issues/sarbanesoxley.html
AICPA Management of an Accounting Handbook and IRS Appendix Document www.cpa2biz.com/AST/Main/CPA2BIZ_Primary/PracticeManagement/HumanCapital/PRDOVR~PC090407/PC-090407.jsp
Guide to Record Retention Requirements in the Code of Federal Regulations: Contact the Superintendent of Documents, U.S. Government Printing Office, Washington, D.C. 20402-9325 or from CCH, Inc. at www.onlinestore.cch.com