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Record Retention Guidelines for Chapters

May 1, 2001

This material is presented for the purpose of assisting chapters in dealing with the issue of record retention and is not intended to constitute legal or tax advice. Questions with regards to disposal of specific records should be directed to legal counsel or tax consultants.

Articles of Incorporation & Certificate Permanent
Audited year-end financial statements Permanent
Chapter Board of Directors Meeting Minutes Permanent
Chapter Bylaws - Original & all amendments Permanent
Chapter Meeting Minutes Permanent
Year-end investment statements Permanent
Annual corporate report to state/provincial government  As required by state/provincial law
 
Canadian T2 or T2 Short – T1044  As required by law
 
IRS Form 990 or 990-EZ*  4 years
Bank statements, cancelled checks, vendor invoices*  4 years
 
Annual roster of Chapter Officers   As desired for historical value
(3 years suggested)
Chapter Committee Meeting Minutes  As desired for historical value
 
Correspondence, program materials  As desired for historical value
 

    

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

*Chapters may be audited by the IRS up to 3 years from the date the annual return was due.  For this reason, it is prudent to retain any records that may be required for such an audit for a period of 4 years.

To facilitate future destruction, it is recommended that records be stored with a “destroy date” to avoid having to review materials prior to disposal.



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