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GRACE INTERNATIONAL RECORD RETENTION AND

GRACE INTERNATIONAL RECORD RETENTION

AND DOCUMENT DESTRUCTION POLICY

 

 

Grace International, Inc., a State of Florida registered 501(3) nonprofit Christian, humanitarian and empowerment organization, shall use its best efforts to retain records for the period of their immediate or current use and in accordance with this Record Retention and Document Destruction Policy (this " Policy "), unless longer retention is necessary for historical reference or to comply with contractual or legal requirements.

Records and documents outlined in this Policy include paper, electronic files (including email) and voicemail records regardless of where the document is stored, including network servers, desktop or laptop computers and handheld computers and other wireless devices with text messaging capabilities (collectively, " Documents ").

Personnel of the Company shall not knowingly destroy any Document in violation of this Policy or with the intent to obstruct or influence an investigation or proper administration of any matter within the jurisdiction of any department agency of the United States or in relation to or contemplation of any such matter or case.

Documents that have been retained beyond the period indicated in the chart below may be destroyed periodically, taking into consideration constraints on storage space and staff time. Notwithstanding the foregoing, if litigation is filed or government investigation is commenced against the Organization, from the date such action is known to the Company, all destruction of Documents shall be suspended as promptly as is reasonable under the circumstances.

The Grace International retention requirements for Documents under this Policy shall be as follows:

 

Type of Document Minimum Requirement

- Accounts payable ledgers and schedules: 7 years
- Audit reports: Permanently
- Bank reconciliations: 4 years
- Bank statements: 4 years
- Checks (for significant payments and purchases) : 25 years
- Contracts, mortgages, notes and leases (expired): 12 years
- Contracts (still in effect) : Permanently
- Correspondence (general): 3 years
- Correspondence (legal matters and complaints): Permanently
- Deeds, mortgages and bills of sale: Permanently
- Depreciation schedules :Permanently
- Duplicate deposit slips : 3 years
- Employment applications: 3 years
- Expense analyses/expense distribution schedules: 7 years
- Yearend financial statements :Permanently
- Insurance policies (expired) : 3 years
- Insurance records (if applicable), current accident reports, claims, policies, etc. : Permanently
- Internal audit reports : 10 years
- Inventories of products, materials and supplies: 7 years
- Invoices for items purchased or sold : 7 years

 

Type of Document Minimum Requirement

- Minute books: permanently
- Bylaws, policies and charter: Permanently (with amendment when necessary)
- Grant Reports/Awarded Grants : 7 years
- Patents and related papers : Permanently
- Payroll records and summaries: 10 years
- Personnel files (terminated employees) : 7 years
- Retirement and pension records (when applicable) : Permanently
- Tax returns and worksheets : Permanently
- Timesheets :7 years
- Trademark registrations and copyrights : Permanently
- Withholding tax statements (if applicable) : 7 years

 

Adopted December 24, 2013

 

How to Contact Us

If you have questions about this Privacy Policy, please contact Grace International via:

   e-mail at grace@graceintl.org with "PRIVACY POLICY" in the subject line; or

    postal mail to: Grace International, PO BOX 172508, Hialeah FL 33017

     Ph. 305-231-1117 or 954-394-8929

 
Visit us at: www.graceintl.org
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