[{"data":1,"prerenderedAt":503},["ShallowReactive",2],{"document-record-retention-policy-for-nonprofits-D14045":3},{"document":4,"label":21,"preview":11,"thumb":22,"thumb600":23,"description":5,"descriptionCustom":6,"apiDescription":5,"pages":8,"extension":10,"parents":24,"breadcrumb":28,"related":36,"customDescModule":180,"customdescription":6,"mdFm":181,"mdProseHtml":502},{"description":5,"descriptionCustom":6,"label":7,"pages":8,"size":9,"extension":10,"preview":11,"thumb":12,"svgFrame":13,"seoMetadata":14,"parents":16,"keywords":15},"RECORD RETENTION POLICY PURPOSE The purpose of this Record Retention Policy at [YOUR NONPROFIT NAME] is to establish guidelines for the proper retention, storage, and disposal of records in order to comply with legal and regulatory requirements, preserve organizational history, and ensure efficient use of resources. This Policy aims to ensure that records are maintained in a manner that supports operational needs, legal compliance, and transparency. SCOPE This Policy applies to all employees, volunteers, contractors, and other personnel at [YOUR NONPROFIT NAME] who create, receive, or maintain records on behalf of the organization. It covers all types of records, including paper, electronic, and other media. RECORD RETENTION PRINCIPLES Accountability: Ensure that records are managed responsibly and in compliance with legal and regulatory requirements. Transparency: Maintain clear and open documentation practices to support accountability and trust. Integrity: Protect the accuracy and reliability of records throughout their lifecycle. Confidentiality: Safeguard sensitive information from unauthorized access and disclosure. Efficiency: Optimize the use of resources in managing records, including storage and retrieval processes. DEFINITIONS Records: All documents, papers, letters, maps, books, photographs, films, sound recordings, microforms, magnetic tapes, electronic media, or other documentary materials, regardless of physical form or characteristics, made or received by [YOUR NONPROFIT NAME] in connection with the transaction of public business and preserved as evidence of the organization's functions, policies, decisions, procedures, operations, or other activities. Record Retention Schedule: A document that specifies the length of time records should be retained before they are destroyed or archived. RECORD RETENTION SCHEDULE The following retention periods apply to various categories of records. 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The Policy aims to prevent situations where personal, financial, or other interests could potentially conflict with the duty of board members to serve the organization's objectives. SCOPE This Policy applies to all board members of [YOUR ORGANIZATION NAME] and governs any situations where personal interests could impact their decision-making. It includes all direct and indirect interests, including financial, business, or other material benefits that may be gained from board decisions. POLICY PRINCIPLES Duty of Loyalty: Board members must prioritize the interests of [YOUR ORGANIZATION NAME] above their personal or financial interests when making decisions on behalf of the organization. Disclosure: Any board member who has a personal, financial, or other conflict of interest in a matter under consideration must disclose it to the board. Recusal: Board members must recuse themselves from discussions and decisions where a conflict of interest is identified to prevent biased decision-making. Transparency: All conflicts of interest must be documented in the minutes of the meeting and made transparent to relevant stakeholders. IDENTIFYING CONFLICTS OF INTEREST Financial Interests: Board members must disclose any financial interests they or their family members have in organizations or entities that do business with [YOUR ORGANIZATION NAME]. Personal Relationships: Conflicts may arise from personal relationships with staff, vendors, or other board members that could influence a board member's judgment. Competing Organizations: Board members should disclose any involvement in competing organizations or other entities that could create a conflict with their duties to [YOUR ORGANIZATION NAME]. DISCLOSURE REQUIREMENTS Annual Disclosure: Board members are required to submit an annual disclosure form identifying any potential conflicts of interest they may have. Ongoing Disclosure: In addition to annual disclosures, board members must promptly disclose any new potential conflicts as they arise during the course of their term. MANAGING CONFLICTS OF INTEREST Conflict Review: Upon disclosure of a potential conflict, the board will review the situation and determine if a conflict of interest exists.","Conflict Of Interest Policy For Board Members","3","https://templates.business-in-a-box.com/imgs/1000px/conflict-of-interest-policy-for-board-members-D13933.png","https://templates.business-in-a-box.com/imgs/250px/13933.png","https://templates.business-in-a-box.com/svgs/docviewerWebApp1.html?v6#13933.xml",{"title":94,"description":6},"conflict of interest policy for board members",[96,99],{"label":97,"url":98},"Human Resources","human-resources",{"label":100,"url":101},"Company Policies","company-policies","conflict interest policy for board members","/template/conflict-of-interest-policy-for-board-members-D13933",{"description":105,"descriptionCustom":6,"label":106,"pages":107,"size":108,"extension":10,"preview":109,"thumb":110,"svgFrame":111,"seoMetadata":112,"parents":113,"keywords":116,"url":117},"Employee Handbook Understanding employment at [YOUR COMPANY NAME] Revised on [DATE] Prepared By: [YOUR NAME] [YOUR JOB TITLE] Phone 555.555.5555 Email info@yourbusiness.com www.yourbusiness.com Table of Content Table of Content 2 Welcome to [YOUR COMPANY NAME]! 5 1. Organization Description 6 1.1 Introductory Statement 6 1.2 Customer Relations 6 1.3 Products and Services Provided 7 1.4 Facilities and Location(s) 7 1.5 The History of [YOUR COMPANY NAME] 7 1.6 Management Philosophy 7 1.7 Goals 8 2. The Employment 9 2.1 Nature of Employment 9 2.2 Employee Relations 9 2.3 Equal Employment Opportunity 10 2.4 Diversity 10 2.5 Business Ethics and Conduct 12 2.6 Personal Relationships in the Workplace 13 2.7 Conflicts of Interest 13 2.8 Outside Employment 14 2.9 Non-Disclosure 15 2.10 Disability Accommodation 16 2.11 Job Posting and Employee Referrals 17 2.12 Whistleblower Policy 18 2.13 Accident and First Aid 20 3. Employment Status and Records 21 3.1 Employment Categories 21 3.2 Access to Personnel Files 22 3.3 Personnel Data Changes 23 3.4 Probation Period 23 3.5 Employment Applications 24 3.6 Performance Evaluation 24 3.7 Job Descriptions 25 3.8 Salary Administration 25 3.9 Professional Development 26 4. Employee Benefit Programs 27 4.1 Employee Benefits 27 4.2 Vacation Benefits 27 4.3 Military Service Leave 29 4.4 Religious Observance 29 4.5 Holidays 29 4.6 Workers Insurance 30 4.7 Sick Leave Benefits 31 4.8 Bereavement Leave 32 4.9 Relocation Benefits 33 4.10 Educational Assistance 33 4.11 Health Insurance 34 4.12 Life Insurance 35 4.13 Long Term Disability 35 4.14 Marriage, Maternity and Parental Leave 36 5. Timekeeping / Payroll 40 5.1 Timekeeping 40 5.2 Paydays 40 5.3 Employment Termination 41 5.4 Administrative Pay Corrections 42 6. Work Conditions and Hours 43 6.1 Work Schedules 43 6.2 Absences 43 6.3 Jury Duty 45 6.4 Use of Phone and Mail Systems 45 6.5 Smoking 46 6.6 Meal Periods 46 6.7 Overtime 46 6.8 Use of Equipment 47 6.9 Telecommuting 47 6.10 Emergency Closing 48 6.11 Business Travel Expenses 49 6.12 Visitors in the Workplace 51 6.13 Computer and Email Usage 51 6.14 Internet Usage 52 6.15 Workplace Monitoring 54 6.16 Workplace Violence Prevention 55 7. Employee Conduct & Disciplinary Action 57 7.1 Employee Conduct and Work Rules 57 7.2 Sexual and Other Unlawful Harassment 58 7.3 Attendance and Punctuality 60 7.4 Personal Appearance 60 7.5 Return of Property 61 7.6 Resignation and Retirement 61 7.7 Security Inspections 62 7.8 Progressive Discipline 62 7.9 Problem Resolution 64 7.10 Workplace Etiquette 65 7.11 Suggestion Program 67 Acknowledgement of Receipt 68 Welcome to [YOUR COMPANY NAME]! On behalf of your colleagues, we welcome you to [YOUR COMPANY NAME] and wish you every success here. At [YOUR COMPANY NAME], we believe that each employee contributes directly to the growth and success of the company, and we hope you will take pride in being a member of our team. This handbook was developed to describe some of the expectations of our employees and to outline the policies, programs, and benefits available to eligible employees. Employees should become familiar with the contents of the employee handbook as soon as possible, for it will answer many questions about employment with [YOUR COMPANY NAME]. We believe that professional relationships are easier when all employees are aware of the culture and values of the organization. This guide will help you to better understand our vision for the future of our business and the challenges that are ahead. We hope that your experience here will be challenging, enjoyable, and rewarding. Again, welcome! [PRESIDENT NAME] President & CEO 1. Organization Description 1.1 Introductory Statement This handbook is designed to acquaint you with [YOUR COMPANY NAME] and provide you with information about working conditions, employee benefits, and some of the policies affecting your employment. You should read, understand, and comply with all provisions of the handbook. It describes many of your responsibilities as an employee and outlines the programs developed by [YOUR COMPANY NAME] to benefit employees. One of our objectives is to provide a work environment that is conducive to both personal and professional growth. No employee handbook can anticipate every circumstance or question about policy. As [YOUR COMPANY NAME] continues to grow, the need may arise and [YOUR COMPANY NAME] reserves the right to revise, supplement, or rescind any policies or portion of the handbook from time to time as it deems appropriate, in its sole and absolute discretion. Employees will be notified of such changes to the handbook as they occur. 1.2 Customer Relations Customers are among our organization's most valuable assets. Every employee represents [YOUR COMPANY NAME] to our customers and the public. The way we do our jobs presents an image of our entire organization. Customers judge all of us by how they are treated with each employee contact. Therefore, one of our first business priorities is to assist any customer or potential customer. Nothing is more important than being courteous, friendly, helpful, and prompt in the attention you give to customers. [YOUR COMPANY NAME] will provide customer relations and services training to all employees with extensive customer contact. Customers who wish to lodge specific comments or complaints should be directed to the [TITLE AND NAME OF THE PERSON RESPONSIBLE] for appropriate action. Our personal contact with the public, our manners on the telephone, and the communications we send to customers are a reflection not only of ourselves, but also of the professionalism of [YOUR COMPANY NAME]. Positive customer relations not only enhance the public's perception or image of [YOUR COMPANY NAME], but also pay off in greater customer loyalty and increased sales and profit. 1.3 Products and Services Provided You will find more information about our products and services by reading the [YOUR COMPANY NAME] Corporate Brochures. 1.4 Facilities and Location(s) Head Office: [ADDRESS] [CITY], [STATE] [ZIP/POSTAL CODE] [COUNTRY] 1.5 The History of [YOUR COMPANY NAME] [DESCRIBE THE HISTORY OF YOUR COMPANY HERE] 1.6 Management Philosophy [YOUR COMPANY NAME] management philosophy is based on responsibility and mutual respect. Our wishes are to maintain a work environment that fosters on personal and professional growth for all employees. Maintaining such an environment is the responsibility of every staff person. Because of their role, managers and supervisors have the additional responsibility to lead in a manner which fosters an environment of respect for each person. People who come to [YOUR COMPANY NAME] want to work here because we have created an environment that encourages creativity and achievement. [YOUR COMPANY NAME] aims to become a leader in [DESCRIBE YOUR COMPANY'S FIELD OF EXPERTISE]. The mainstay of our strategy will be to offer a level of client focus that is superior to that offered by our competitors. To help achieve this objective, [YOUR COMPANY NAME] seeks to attract highly motivated individuals that want to work as a team and share in the commitment, responsibility, risk taking, and discipline required to achieve our vision. Part of attracting these special individuals will be to build a culture that promotes both uniqueness and a bias for action. While we will be realistic in setting goals and expectations, [YOUR COMPANY NAME] will also be aggressive in reaching its objectives. This success will in turn enable [YOUR COMPANY NAME] to give its employees above average compensation and innovative benefits or rewards, key elements in helping us maintain our leadership position in the worldwide marketplace. 1.7 Goals [DESCRIBE YOUR COMPANY'S GOALS HERE] 2. 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NOW, THEREFORE, it is agreed as follows: NON-DISCLOSURE OF CONFIDENTIAL INFORMATION Both Parties understand and agree that each Party may have access to the confidential information of the other party. For the purposes of this Agreement, \"Confidential Information\" means proprietary and confidential information about the Disclosing Party's (or it's suppliers') business or activities. Such information includes all business, financial, technical, and other information marked or designated by such Party as \"confidential\" or \"proprietary.\" Confidential Information also includes information which, by the nature of the circumstances surrounding the disclosure, ought in good faith to be treated as confidential. For the purposes of this Agreement, Confidential Information does not include: Information that is currently in the public domain or that enters the public domain after the signing of this Agreement. Information a Party lawfully receives from a third Party without restriction on disclosure and without breach of a non-disclosure obligation. Information that the Receiving Party knew prior to receiving any Confidential Information from the Disclosing Party. Information that the Receiving Party independently develops without reliance on any Confidential Information from the Disclosing Party. Each Party agrees that it will not disclose to any third Party or use any Confidential Information disclosed to it by the other Party except when expressly permitted in writing by the other Party. Each Party also agrees that it will take all reasonable measures to maintain the confidentiality of all Confidential Information of the other Party in its possession or control. TERM The term of this Agreement is [number] of [years/months] from the date of execution by both Parties. TITLE The Receiving Party agrees that all Confidential Information furnished by the Disclosing Party shall remain the sole property of the Disclosing Party. DISCLAIMER","Non Disclosure Agreement Nda","https://templates.business-in-a-box.com/imgs/1000px/non-disclosure-agreement-nda-D12692.png","https://templates.business-in-a-box.com/imgs/250px/12692.png","https://templates.business-in-a-box.com/svgs/docviewerWebApp1.html?v6#12692.xml",{"title":125,"description":6},"non disclosure agreement nda",[127,129],{"label":18,"url":128},"business-legal-agreements",{"label":130,"url":131},"Confidentiality Agreements","confidentiality-agreement","/template/non-disclosure-agreement-nda-D12692",{"description":134,"descriptionCustom":6,"label":135,"pages":136,"size":137,"extension":10,"preview":138,"thumb":139,"svgFrame":140,"seoMetadata":141,"parents":142,"keywords":147,"url":148},"Confidentiality Agreement The undersigned reader acknowledges that the information provided by [YOUR COMPANY NAME] in this business plan is confidential; therefore, reader agrees not to disclose it without the express written permission of [YOUR COMPANY NAME] It is acknowledged by reader that information to be furnished in this business plan is in all respects confidential in nature, other than information which is in the public domain through other means and that any disclosure or use of same by reader may cause serious harm or damage to [YOUR COMPANY NAME] Upon request, this document is to be immediately returned to [COMPANY NAME] ___________________ Signature ___________________ Name (typed or printed) ___________________ Date This is a business plan. It does not imply an offering of securities. 1.0 Executive Summary 1 Chart: Highlights 2 1.1 Objectives 3 1.2 Mission 3 1.3 Keys to Success 3 2.0 Organization Summary 4 2.1 Legal Entity 4 2.2 Start-up Summary 5 Table: Start-up 5 Chart: Start-up 5 3.0 Products 6 4.0 Market Analysis Summary 7 4.1 Market Segmentation 7 Table: Market Analysis 8 Chart: Market Analysis (Pie) 8 4.2 Target Market Segment Strategy 9 4.3 Service Providers Analysis 9 4.3.1 Alternatives and Usage Patterns 10 5.0 Web Plan Summary 11 5.1 Website Marketing Strategy 11 5.2 Development Requirements 11 6.0 Strategy and Implementation Summary 12 6.1 SWOT Analysis 12 6.1.1 Strengths 13 6.1.2 Weaknesses 13 6.1.3 Opportunities 13 6.1.4 Threats 13 6.2 Competitive Edge 14 6.3 Marketing Strategy 14 6.4 Fundraising Strategy 14 6.4.1 Funding Forecast 15 Table: Funding Forecast 16 Chart: Funding Monthly 16 Chart: Funding by Year 17 6.5 Milestones 17 Table: Milestones 18 Chart: Milestones 18 7.0 Management Summary 19 7.1 Personnel Plan 19 Table: Personnel 19 8.0 Financial Plan 19 8.1 Start-up Funding 21 Table: Start-up Funding 21 8.2 Important Assumptions 22 8.3 Break-even Analysis 22 Table: Break-even Analysis 22 Chart: Break-even Analysis 22 8.4 Projected Surplus or Deficit 23 Table: Surplus and Deficit 23 Chart: Surplus Monthly 24 Chart: Surplus Yearly 24 Chart: Gross Surplus Monthly 25 Chart: Gross Surplus Yearly 25 8.5 Projected Cash Flow 26 Table: Cash Flow 26 Chart: Cash 27 8.6 Projected Balance Sheet 28 Table: Balance Sheet 28 8.7 Standard Ratios 29 Table: Ratios 29 Table: Funding Forecast 1 Table: Personnel 2 Table: Surplus and Deficit 3 Table: Cash Flow 4 Table: Balance Sheet 5 1.0 Executive Summary [YOUR COMPANY NAME] [YOUR NAME] [YOUR ADDRESS] [YOUR CITY], [YOUR STATE/PROVINCE], [YOUR ZIP/POSTAL CODE] Phone: [YOUR PHONE NUMBER] Fax: [YORU FAX NUMBER] Email: [YOUREMAIL@YOURCOMPANY.COM] Website: [YOUR WEBSITE ADDRESS] Introduction [YOUR COMPANY NAME] is a 501(c)(3) tax-exempt non-profit organization formed in 2010. [YOUR COMPANY NAME] was the vision of [NAME]. The Foundation was formed to purchase distressed homes that might otherwise have been destroyed and hiring unskilled workers to remodel the homes while teaching the workers a new skill. Location [YOUR COMPANY NAME] was formed on X/XX/XXXX in the State of Missouri and located at [YOUR ADDRESS] [YOUR CITY], [YOUR STATE/PROVINCE], [YOUR ZIP/POSTAL CODE]. The Company The Foundation will sell or rent renovated homes to people who are trying to re-establish their lives with assistance with down payment money or reduced rents. [YOUR COMPANY NAME] sees this as \"paying it forward\" by helping to beautify the community; giving people a new career to help them financially and helping those who can't afford to buy or rent a home. Our Services [YOUR COMPANY NAME] specializes in identifying, investigating and purchasing distressed and foreclosed residential homes in [YOUR CITY]. Such properties will be readied for resale and sold in a short period of time, usually within eight months. The Foundation will work with the local community organizations to identify families in need with the Foundation subsidizing up to 50% of the down payment needed to purchase a renovated home. Additionally, the Foundation will also rent to families in need at a subsidized rate. The Market [YOUR COMPANY NAME] is located in [YOUR CITY]. The Company will purchase distressed properties, renovate and resell or rent in [YOUR CITY]. Financial Considerations The current financial plan for [YOUR COMPANY NAME] is to obtain grant funding in the amount of $1,200,000. The grant will be used to purchase distressed homes, renovate homes, purchase office and construction equipment, purchase a work van and pickup, hire employees, subsidize down payments for families and working capital for the first year of operations. The major focus for grant funding is as follows: 1. Non-Profit organization 2. Purchase and renovate distressed homes to beautify and upgrade communities 3. Subsidize down payments and rents for families in need due to economic conditions 4. Renovate homes using \"green\" and pre-used materials 5. Renovate homes using energy savings applications 6. Employ and train unskilled workers during renovation Chart: Highlights 1.1 Objectives [YOUR COMPANY NAME] has the following objectives: 1. Revitalize neighborhoods and increase property values by performing renovations on distressed properties 2. Perform renovations with \"green\" and pre-used materials in an effort to minimize future utility costs and reduce the use of our natural resources 3. Assist local communities and needy individuals with proceeds obtained from grant funding and the resale of the distressed properties 4. Build an organization which is community oriented and is respected by our industry 5. Hire employees; the Foundation will look to hire veterans, minorities and the unemployed 1.2 Mission The mission of [YOUR COMPANY NAME] is to help people and families to re-establish their lives and give security of a home to their children. In carrying out our mission the Foundation will purchase distressed homes and renovate these homes using recycled materials. We strive to be environmentally friendly by doing our own Lead Based Paint Testing and Asbestos Testing. Additionally, all homes will be renovated with energy saving \"green materials\" and applications. The Foundation will provide jobs for ambitious people who because of the economy have found themselves without resources. [YOUR COMPANY NAME] creates jobs and housing that will help the economy recover and grow. 1.3 Keys to Success [YOUR COMPANY NAME] keys to success are: 1. Highly experienced and community passionate Director's of [COMPANY NAME] 2. Lack of competition in the renovation market for our area 3. 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[YOUR COMPANY NAME] sees this as \"paying it forward\" by helping to beautify the community; giving people a new career to help them financially and helping those who can't afford to buy or rent a home. 2","Non-profit Organization Business Plan","39",993,"https://templates.business-in-a-box.com/imgs/1000px/non-profit-organization-business-plan-D12024.png","https://templates.business-in-a-box.com/imgs/250px/12024.png","https://templates.business-in-a-box.com/svgs/docviewerWebApp1.html?v6#12024.xml",{"title":6,"description":6},[143,146],{"label":144,"url":145},"Business Plan Kit","business-plan-kit",{"label":144,"url":145},"non profit organization business plan","/template/non-profit-organization-business-plan-D12024",{"description":150,"descriptionCustom":6,"label":150,"pages":151,"size":9,"extension":65,"preview":152,"thumb":153,"svgFrame":154,"seoMetadata":155,"parents":157,"keywords":156,"url":162},"Small Business Expense Report","1","https://templates.business-in-a-box.com/imgs/1000px/small-business-expense-report-D13396.png","https://templates.business-in-a-box.com/imgs/250px/13396.png","https://templates.business-in-a-box.com/svgs/docviewerWebApp1.html?v6#13396.xml",{"title":156,"description":6},"small business expense report",[158,161],{"label":159,"url":160},"Credit & Collection","credit-collection",{"label":159,"url":160},"/template/small-business-expense-report-D13396",{"description":164,"descriptionCustom":6,"label":165,"pages":151,"size":166,"extension":10,"preview":167,"thumb":168,"svgFrame":169,"seoMetadata":170,"parents":171,"keywords":178,"url":179},"COMPANY NAME:_______________________ Address: _______________________________________ City: ______________________________ State/Province: ___________ Zip/postal code__________ Country: ________________ Phone: _________________ Fax: __________________ Email: _________________________________________ Purchase Order The following number must appear on all related correspondence, shipping papers, and invoices: P.O. NUMBER: Contact: Address: _______________________________________ City: ______________________________ State/Province: ___________ Zip/postal code___________ Country: ________________ Phone: _________________ Fax: __________________ Email: _________________________________________ Ship To:","Purchase Order",49,"https://templates.business-in-a-box.com/imgs/1000px/purchase-order-D1411.png","https://templates.business-in-a-box.com/imgs/250px/1411.png","https://templates.business-in-a-box.com/svgs/docviewerWebApp1.html?v6#1411.xml",{"title":6,"description":6},[172,175],{"label":173,"url":174},"Sales & Marketing","sales-marketing",{"label":176,"url":177},"Bids & Quotes","bids-quotes","purchase order","/template/purchase-order-D1411",false,{"seo":182,"reviewer":193,"legal_disclaimer":180,"quick_facts":197,"at_a_glance":199,"personas":203,"variants":228,"glossary":257,"sections":288,"how_to_fill":339,"common_mistakes":380,"faqs":405,"industries":430,"comparisons":447,"diy_vs_pro":460,"educational_modules":473,"related_template_ids_curated":476,"schema":488,"classification":490},{"meta_title":183,"meta_description":184,"primary_keyword":15,"secondary_keywords":185},"Record Retention Policy for Nonprofits Template (Free Word)","Free record retention policy template for nonprofits. Covers IRS requirements, board minutes, financial records, and document destruction schedules. Free Word and PDF download.",[186,187,188,189,190,191,192],"nonprofit record retention policy template","document retention policy nonprofit","nonprofit records management policy","irs record retention nonprofit","nonprofit document retention schedule","record keeping policy for nonprofits","nonprofit compliance policy template",{"name":194,"credential":195,"reviewed_date":196},"Bruno Goulet","CEO, Business in a Box","2026-05-02",{"difficulty":198,"legal_review_recommended":180,"signature_required":180},"medium",{"what_it_is":200,"when_you_need_it":201,"whats_inside":202},"A Record Retention Policy for Nonprofits is a written governance document that specifies which organizational records must be kept, for how long, in what format, and how they should be securely destroyed when the retention period expires. This free Word download gives your organization a board-ready, IRS-aligned starting point you can edit online and export as PDF for adoption at a board meeting.\n","Use it when establishing governance policies for a new nonprofit, when preparing for an IRS Form 990 filing that asks whether a retention policy exists, or when an audit, litigation hold, or grant compliance review requires documented records management procedures.\n","A purpose statement, definitions of record categories, a retention schedule covering financial, legal, personnel, and program records, document destruction procedures, litigation hold protocols, roles and responsibilities, and a policy review cycle.\n",[204,208,212,216,220,224],{"title":205,"use_case":206,"icon_asset_id":207},"Nonprofit executive directors","Establishing a board-approved records policy to satisfy IRS Form 990 Part VI disclosures","persona-nonprofit-exec",{"title":209,"use_case":210,"icon_asset_id":211},"Nonprofit board members","Adopting a written governance policy that demonstrates fiduciary oversight","persona-board-member",{"title":213,"use_case":214,"icon_asset_id":215},"Nonprofit finance managers","Defining retention schedules for grant records, audit files, and financial statements","persona-finance-manager",{"title":217,"use_case":218,"icon_asset_id":219},"Nonprofit HR administrators","Managing retention of employee files, payroll records, and volunteer documentation","persona-hr-manager",{"title":221,"use_case":222,"icon_asset_id":223},"Operations directors","Standardizing document storage and destruction procedures across departments","persona-operations-director",{"title":225,"use_case":226,"icon_asset_id":227},"Legal and compliance officers","Ensuring the policy satisfies state charitable registration and federal tax-exempt requirements","persona-compliance-officer",[229,233,237,241,245,249,253],{"situation":230,"recommended_template":231,"slug":232},"Small nonprofit with one staff member and a working board","Simplified Nonprofit Record Retention Policy","record-retention-policy-D13760",{"situation":234,"recommended_template":235,"slug":236},"Organization with active grant funding requiring funder-specific retention","Record Retention Policy for Nonprofits (Grant-Focused)","record-retention-policy-for-nonprofits-D14045",{"situation":238,"recommended_template":239,"slug":240},"Healthcare or social services nonprofit subject to HIPAA","HIPAA-Compliant Document Retention Policy","document-retention-policy-D13263",{"situation":242,"recommended_template":243,"slug":244},"Nonprofit undergoing IRS audit or litigation","Litigation Hold Notice","letter-notice-of-litigation-D1032",{"situation":246,"recommended_template":247,"slug":248},"Organization wanting to pair retention policy with destruction log","Document Destruction Log","data-retention-and-destruction-policy-D12634",{"situation":250,"recommended_template":251,"slug":252},"Nonprofit adopting a full governance policy suite","Nonprofit Conflict of Interest Policy","conflict-of-interest-policy-for-nonprofit-organizations-D13934",{"situation":254,"recommended_template":255,"slug":256},"Organization needing a broader internal controls framework","Nonprofit Financial Policies and Procedures Manual","accounting-policies-and-procedures-D12681",[258,261,264,267,270,273,276,279,282,285],{"term":259,"definition":260},"Record Retention Schedule","A table specifying each record category, the minimum number of years it must be kept, and the method of disposal when that period ends.",{"term":262,"definition":263},"Permanent Record","A document that must be kept indefinitely — typically founding documents, board minutes, and IRS determination letters.",{"term":265,"definition":266},"Litigation Hold","A directive to suspend normal destruction of records that may be relevant to pending or reasonably anticipated legal proceedings.",{"term":268,"definition":269},"IRS Form 990","The annual information return filed by tax-exempt organizations; Part VI asks whether the organization has a written document retention policy.",{"term":271,"definition":272},"Destruction Certificate","Written documentation confirming that specific records were destroyed on a given date, by whom, and by what method — used to demonstrate compliance with the retention schedule.",{"term":274,"definition":275},"Electronic Records","Digital files, emails, databases, and scanned documents subject to the same retention rules as paper equivalents under IRS guidance.",{"term":277,"definition":278},"Statute of Limitations","The time window within which a legal claim or tax audit may be initiated — a key driver of minimum retention periods for financial and legal records.",{"term":280,"definition":281},"Fiduciary Duty","The legal obligation of board members to act in the best interests of the organization, which includes adopting written governance policies like this one.",{"term":283,"definition":284},"Document Custodian","The staff role responsible for implementing the retention schedule, overseeing secure storage, and executing approved destruction.",{"term":286,"definition":287},"Superseded Record","A document replaced by a newer version; the outdated version may be destroyed immediately unless independently subject to a retention requirement.",[289,294,299,304,309,314,319,324,329,334],{"name":290,"plain_english":291,"sample_language":292,"common_mistake":293},"Purpose and scope","States why the policy exists, which organization it applies to, and which records and staff are covered.","This Record Retention Policy applies to all records created, received, or maintained by [ORGANIZATION NAME] in any format, including paper, electronic, and audio-visual media. Its purpose is to ensure compliance with applicable federal and state law, support operational continuity, and demonstrate sound governance.","Limiting scope to paper records only — electronic records, emails, and cloud-stored files must be explicitly included or the policy has a gap that auditors will flag.",{"name":295,"plain_english":296,"sample_language":297,"common_mistake":298},"Definitions","Defines key terms — record, permanent record, electronic record, document custodian, and litigation hold — so the policy is applied consistently.","'Record' means any document, regardless of format, created or received in the conduct of [ORGANIZATION NAME]'s business. 'Permanent Record' means a record designated for indefinite retention in Schedule A.","Omitting a definition for 'electronic records' and 'email,' which leaves staff uncertain about whether Slack messages or cloud drive files fall under the policy.",{"name":300,"plain_english":301,"sample_language":302,"common_mistake":303},"Retention schedule — founding and legal documents","Lists founding documents, tax-exemption records, state registrations, and board-adopted policies that must be kept permanently.","The following records shall be retained permanently: Articles of Incorporation, Bylaws (all versions), IRS Determination Letter (Form 1023/1024 and approval), Form 990 filings (all years), board and committee meeting minutes, and executed contracts with a value exceeding $[THRESHOLD].","Retaining only the current bylaws and discarding prior versions — courts and auditors sometimes need to establish what rules governed the organization at a specific point in time.",{"name":305,"plain_english":306,"sample_language":307,"common_mistake":308},"Retention schedule — financial records","Specifies retention periods for audited financial statements, bank records, grant files, payroll records, and receipts — driven by IRS audit windows and grant funder requirements.","Audited financial statements: permanent. Bank statements and reconciliations: [7] years. General ledger and journal entries: [7] years. Payroll records and W-2s: [7] years. Expense reports with receipts: [7] years. Grant award agreements and expenditure records: [7] years or the period specified by the funder, whichever is longer.","Using a single 3-year retention period for all financial records, matching only the standard IRS audit window and missing the 6-year window for substantial understatement of income.",{"name":310,"plain_english":311,"sample_language":312,"common_mistake":313},"Retention schedule — personnel and volunteer records","Covers employee files, payroll tax records, I-9 forms, benefit plan records, and volunteer agreements — each with distinct statutory retention windows.","Employee personnel files: [7] years after separation. I-9 Employment Eligibility forms: [3] years from hire date or [1] year after separation, whichever is later. Payroll tax records: [7] years. Benefit plan documents: [6] years after plan termination. Volunteer agreements: [3] years after last service date.","Filing I-9 forms inside individual personnel files — USCIS requires them to be stored separately and produced on short notice during an audit.",{"name":315,"plain_english":316,"sample_language":317,"common_mistake":318},"Retention schedule — program and operational records","Addresses client service records, program reports, correspondence, insurance policies, and IT records — categories that vary by the nonprofit's program type.","Client service records: [7] years after case closure, or as required by applicable licensing or funding source. Insurance policies (expired): [10] years. General correspondence: [3] years. IT system logs and access records: [3] years.","Applying a uniform 3-year rule to client service records without checking funder contracts or state licensing regulations, which commonly require 5–10 years for social service and healthcare programs.",{"name":320,"plain_english":321,"sample_language":322,"common_mistake":323},"Document destruction procedures","Describes how records are destroyed when their retention period ends — shredding paper, wiping digital media — and who authorizes and documents each destruction event.","Upon expiration of the applicable retention period, the Document Custodian shall prepare a destruction list for approval by the [EXECUTIVE DIRECTOR / CFO]. Approved paper records shall be cross-cut shredded. Electronic records shall be permanently deleted using [METHOD]. Destruction shall be recorded in the Document Destruction Log.","Destroying records on an ad hoc basis without a destruction log — without written evidence that destruction was authorized and scheduled, it can look like records were improperly concealed.",{"name":325,"plain_english":326,"sample_language":327,"common_mistake":328},"Litigation hold procedures","Requires immediate suspension of scheduled destruction when litigation, an audit, or a government investigation is reasonably anticipated — and names who is responsible for issuing the hold.","Upon receipt of a legal complaint, subpoena, or written notice of investigation, or upon reasonable anticipation of litigation, the Executive Director shall issue a written Litigation Hold Notice to all staff. Normal destruction of any records that may be relevant shall be suspended immediately and shall not resume until the hold is lifted in writing.","No litigation hold provision at all — destroying records after receiving a legal complaint, even pursuant to a written retention schedule, can constitute spoliation and result in sanctions.",{"name":330,"plain_english":331,"sample_language":332,"common_mistake":333},"Roles and responsibilities","Assigns ownership of the policy to a named role (typically the executive director or CFO), designates a document custodian, and states what board oversight looks like.","The Executive Director is responsible for implementing this policy and designating a Document Custodian. The Document Custodian is responsible for maintaining the retention schedule, coordinating annual destruction, and updating the policy as needed. The Board of Directors shall review this policy at least every [3] years.","Assigning policy ownership to 'the organization' rather than a named role — when no individual is accountable, the policy is not implemented consistently.",{"name":335,"plain_english":336,"sample_language":337,"common_mistake":338},"Policy review and amendment","States how often the policy is reviewed, who approves amendments, and how staff are notified of changes.","This policy shall be reviewed by the Executive Director and presented to the Board of Directors for approval every [3] years, or sooner if required by changes in applicable law or organizational structure. Amendments shall be recorded in the board minutes. Staff shall be notified of material changes within [30] days of board approval.","Adopting the policy once and never revisiting it — IRS regulations, state law, and funder requirements change, and an outdated policy can create compliance gaps the organization doesn't know about.",[340,345,350,355,360,365,370,375],{"step":341,"title":342,"description":343,"tip":344},1,"Insert your organization's legal name and governing state","Replace all [ORGANIZATION NAME] placeholders with your nonprofit's full legal name as it appears on your IRS determination letter. Note the state of incorporation, as state law may impose retention periods that exceed federal minimums.","Check your state's nonprofit association website for a state-specific retention addendum — about 15 states have requirements that go beyond the IRS baseline.",{"step":346,"title":347,"description":348,"tip":349},2,"Review and adjust the retention schedule columns","Go through each record category and confirm the listed retention period meets or exceeds the applicable statute of limitations for your state, funder requirements, and IRS rules. Edit any period that falls short.","When in doubt between two periods, choose the longer one — over-retention is rarely a problem; under-retention can be.",{"step":351,"title":352,"description":353,"tip":354},3,"Add program-specific record categories","If your organization operates in healthcare, housing, childcare, or another licensed program area, add the relevant client or service record categories and their funder- or license-required retention periods.","Pull the retention requirements directly from your current grant agreements and licensing regulations and paste them into Schedule A so there is no ambiguity.",{"step":356,"title":357,"description":358,"tip":359},4,"Designate the document custodian by name or title","Replace the [DOCUMENT CUSTODIAN] placeholder with the specific staff title responsible for implementing the schedule. Avoid naming an individual by name so the policy survives staff turnover.","For small organizations, the executive director or office manager typically serves as custodian — just make sure the role is in that person's job description.",{"step":361,"title":362,"description":363,"tip":364},5,"Specify your destruction methods and approval chain","Fill in the approved paper destruction method (cross-cut shredding is the minimum for sensitive records), the electronic deletion method, and the title of the person who must authorize each destruction event.","For electronic records stored in cloud platforms, document the deletion procedure specific to that platform — Google Workspace, Dropbox, and Microsoft 365 each have distinct permanent-deletion workflows.",{"step":366,"title":367,"description":368,"tip":369},6,"Set the litigation hold trigger and notification chain","Confirm that the litigation hold section names the executive director (or general counsel if applicable) as the person responsible for issuing holds, and that the notification chain reaches everyone who manages records.","Add a sample litigation hold notice as an appendix so staff know exactly what one looks like and can act quickly when needed.",{"step":371,"title":372,"description":373,"tip":374},7,"Submit to the board for formal adoption","Place the policy on a board meeting agenda, present it as a governance policy, and record the adoption vote in the board minutes. The IRS Form 990 Part VI asks whether the board reviewed this type of policy.","Date the policy with the board adoption date, not the draft date — the 990 disclosure asks when the policy was adopted or last reviewed.",{"step":376,"title":377,"description":378,"tip":379},8,"Distribute to staff and schedule the first annual destruction review","Send the adopted policy to all staff, add it to your employee handbook or internal policy library, and calendar the first annual records destruction review for 12 months from the adoption date.","Pair the annual destruction review with your fiscal year-end close so it becomes a routine part of your financial wrap-up calendar.",[381,385,389,393,397,401],{"mistake":382,"why_it_matters":383,"fix":384},"Using a 3-year retention period for all financial records","The IRS has 6 years to audit if it suspects a substantial understatement of income. A 3-year schedule destroys records that could defend the organization during a late audit.","Set the default financial record retention period to 7 years to cover the longest realistic IRS audit window with a comfortable buffer.",{"mistake":386,"why_it_matters":387,"fix":388},"Excluding electronic records and email from the policy's scope","Auditors and funders routinely request email correspondence and digital files. A policy that only addresses paper records leaves the organization with no documented standard for its largest record volume.","Add an explicit definition of electronic records and a statement that all retention periods apply regardless of format — paper, email, cloud storage, or otherwise.",{"mistake":390,"why_it_matters":391,"fix":392},"No litigation hold provision","Destroying records under a routine retention schedule after a legal complaint is filed can constitute spoliation of evidence, resulting in court sanctions and adverse inference instructions.","Include a litigation hold section naming who issues the hold, how staff are notified, and how the hold is lifted — even if the organization has never faced litigation.",{"mistake":394,"why_it_matters":395,"fix":396},"Assigning policy responsibility to the organization rather than a named role","When no individual is accountable for implementing the schedule, destruction reviews are skipped, records pile up indefinitely, or records are deleted informally without documentation.","Designate a specific staff title as document custodian in the policy and include implementation duties in that role's job description.",{"mistake":398,"why_it_matters":399,"fix":400},"Filing I-9 forms inside personnel files","USCIS requires I-9 forms to be stored separately and produced within 3 business days of an inspection request. Mixing them with personnel files slows retrieval and risks non-compliance.","Create a dedicated I-9 binder or folder — paper or digital — segregated from all other personnel records, with its own audit trail.",{"mistake":402,"why_it_matters":403,"fix":404},"Adopting the policy once and never reviewing it","IRS guidance, state law, and grant funder requirements change periodically. An outdated policy may no longer satisfy Form 990 Part VI or current funder audit expectations.","Set a calendar reminder for a board review every three years and assign the executive director to flag any law changes that require an off-cycle amendment.",[406,409,412,415,418,421,424,427],{"question":407,"answer":408},"Does a nonprofit legally need a record retention policy?","No federal law mandates that nonprofits adopt a written record retention policy, but IRS Form 990 Part VI explicitly asks whether the organization has one — and answering 'no' signals a governance gap to the IRS, state regulators, and major donors. Many state nonprofit acts and grant funders require documented records management procedures. Adopting a written policy is the recognized best practice and takes less than an hour with a template.\n",{"question":410,"answer":411},"How long should a nonprofit keep financial records?","The IRS generally has 3 years to audit a Form 990, but the window extends to 6 years if it suspects a substantial understatement of income. Most governance advisors recommend retaining financial records — bank statements, general ledgers, payroll records, and grant files — for 7 years to cover the longest realistic audit window. Audited financial statements and Form 990 filings should be kept permanently.\n",{"question":413,"answer":414},"What records must a nonprofit keep permanently?","Permanent records typically include: Articles of Incorporation, all versions of Bylaws, the IRS Determination Letter (Form 1023 or 1024 approval), all annual Form 990 filings, board and committee meeting minutes, executed real property deeds, and any document that defines the organization's legal existence or tax-exempt status. These records should never be destroyed.\n",{"question":416,"answer":417},"Does the record retention policy need board approval?","Yes — IRS Form 990 Part VI asks whether the board reviewed the organization's document retention and destruction policy. For the disclosure to be accurate, the board must formally adopt the policy by vote and record that vote in the board minutes. A policy drafted by staff but never presented to the board does not satisfy the Form 990 question.\n",{"question":419,"answer":420},"What happens if a nonprofit destroys records after a lawsuit is filed?","Destroying records after litigation is filed or reasonably anticipated — even under a written retention schedule — can constitute spoliation of evidence. Courts may sanction the organization, instruct the jury to draw adverse inferences, or in extreme cases dismiss defenses. Every record retention policy must include a litigation hold provision that suspends all destruction when legal proceedings become foreseeable.\n",{"question":422,"answer":423},"How should a nonprofit store and destroy records securely?","Paper records containing personal information, financial data, or donor details should be cross-cut shredded — strip shredding is not sufficient for sensitive records. Electronic records must be permanently deleted using the specific procedure for each platform (not simply moved to the trash). Each destruction event should be documented in a destruction log noting the record category, date, method, and authorizing staff member.\n",{"question":425,"answer":426},"Do grant records have different retention requirements?","Yes — federal grant awards under the Uniform Guidance (2 CFR Part 200) require financial records, supporting documentation, and program reports to be retained for 3 years after the final expenditure report submission, but longer if litigation is pending or the awarding agency specifies otherwise. Many private foundation grants specify 5–7 years in the grant agreement. Always check the specific grant agreement and apply the longer of the policy standard or the funder requirement.\n",{"question":428,"answer":429},"Should electronic records like emails be included in the retention schedule?","Yes. The IRS and most courts treat electronic records — emails, cloud documents, database records, and instant messages — as equivalent to paper records. A retention policy that covers only paper files is incomplete. The policy should explicitly state that all retention periods apply regardless of format and should address the deletion procedures for each platform the organization uses to store records.\n",[431,435,439,443],{"industry":432,"icon_asset_id":433,"specifics":434},"Human services nonprofits","industry-nonprofit","Client case records are subject to state licensing retention requirements that commonly mandate 5–10 years after case closure, superseding the standard 7-year financial records default.",{"industry":436,"icon_asset_id":437,"specifics":438},"Healthcare and health services","industry-healthtech","HIPAA requires covered entities and business associates to retain medical records and related documentation for 6 years from creation or last effective date, with state law often extending this further.",{"industry":440,"icon_asset_id":441,"specifics":442},"Education and youth programs","industry-education","Student and minor participant records, including consent forms and incident reports, frequently require retention until the participant reaches age of majority plus the applicable statute of limitations — often 21 to 25 years in total.",{"industry":444,"icon_asset_id":445,"specifics":446},"Arts and cultural organizations","industry-professional-services","Intellectual property agreements, exhibition contracts, and provenance documentation for collection items are permanent records that must be retained alongside standard financial and governance files.",[448,452,455,458],{"vs":449,"vs_template_id":450,"summary":451},"Conflict of Interest Policy","conflict-of-interest-policy-D14047","A conflict of interest policy governs how board members and staff disclose and manage personal interests that may conflict with the organization's mission. A record retention policy governs how documents are stored and destroyed. Both are governance policies asked about on IRS Form 990 Part VI, and most nonprofits should adopt both — but they address entirely different operational risks.",{"vs":247,"vs_template_id":453,"summary":454},"D{PLACEHOLDER_ID}","A document destruction log is the operational record used to document each destruction event authorized under a retention policy — it names the records destroyed, the date, method, and authorizing staff member. The retention policy sets the rules; the destruction log proves they were followed. Nonprofits need both, and the policy should require the log to be maintained.",{"vs":106,"vs_template_id":456,"summary":457},"employee-handbook-D712","An employee handbook covers the full range of HR policies — conduct, benefits, leave, and workplace expectations. A record retention policy is a standalone governance document adopted by the board that applies to all organizational records, not just HR files. The handbook may reference the retention policy, but the two documents serve distinct audiences and purposes.",{"vs":255,"vs_template_id":453,"summary":459},"A financial policies and procedures manual covers authorization limits, expense approval, cash handling, and internal controls. A record retention policy is narrower in scope — it addresses only how long financial and other records are kept and how they are destroyed. Organizations benefit from both, but the retention policy is the one specifically disclosed on Form 990.",{"use_template":461,"template_plus_review":465,"custom_drafted":469},{"best_for":462,"cost":463,"time":464},"Small and mid-size nonprofits without specialized program licensing or federal grant compliance obligations","Free","1–2 hours to customize and prepare for board adoption",{"best_for":466,"cost":467,"time":468},"Organizations with federal grants, HIPAA obligations, or state-licensed program operations","$200–$600 for a nonprofit attorney or CPA review","3–5 business days",{"best_for":470,"cost":471,"time":472},"Large nonprofits with complex multi-program operations, international activities, or pending litigation","$1,000–$3,000+","2–4 weeks",[474,475],"nonprofit-governance-best-practices","irs-form-990-part-vi-compliance",[477,456,478,479,480,481,482,483,484,485,486,487],"conflict-of-interest-policy-for-board-members-D13933","non-disclosure-agreement-nda-D12692","non-profit-organization-business-plan-D12024","small-business-expense-report-D13396","purchase-order-D1411","service-agreement-D12711","strategic-planning-template-D13857","board-meeting-minutes-D13904","acknowledgement-of-receipt-letter-D13438","grant-proposal-D12615","volunteer-agreement-D13436",{"emit_how_to":489,"emit_defined_term":489},true,{"primary_folder":491,"secondary_folder":492,"document_type":493,"industry":494,"business_stage":495,"tags":496,"confidence":501},"business-administration","compliance-and-audits","policy","non-profit-organizations","all-stages",[497,498,499,493,500],"compliance","governance","nonprofit","record-retention",0.95,"\u003Ch2>What is a Record Retention Policy for Nonprofits?\u003C/h2>\n\u003Cp>A \u003Cstrong>Record Retention Policy for Nonprofits\u003C/strong> is a board-adopted governance document that defines which organizational records must be preserved, for how long, in what format, and how they must be securely destroyed when their retention period expires. It covers every record category a nonprofit generates — founding and legal documents, financial statements, grant files, personnel records, board minutes, and program files — and assigns responsibility for implementation to a named staff role. The policy also includes a litigation hold provision that suspends normal destruction when legal proceedings are reasonably anticipated.\u003C/p>\n\u003Ch2>Why You Need This Document\u003C/h2>\n\u003Cp>Without a written retention policy, a nonprofit faces three concrete risks simultaneously. First, IRS Form 990 Part VI asks directly whether the organization has adopted a document retention and destruction policy — answering "no" signals a governance weakness to the IRS, state charity regulators, and institutional funders who review 990s before making grants. Second, destroying records too early — because no schedule exists — can eliminate the financial documentation needed to defend an IRS audit, satisfy a funder's expenditure review, or respond to litigation, which courts can treat as spoliation of evidence. Third, retaining records indefinitely creates its own risk: confidential donor, client, and employee data stored without expiration raises privacy liability. A properly adopted record retention policy eliminates all three exposures for the cost of an afternoon's work, and this template gives your organization a complete, board-ready starting point aligned to IRS guidance and standard nonprofit governance practice.\u003C/p>\n",1781186001294]