HRN RECORD RETENTION AND DESTRUCTION POLICY
1) Purpose
The purpose of this policy is to ensure that necessary records are adequately protected and maintained, and to ensure that records that are no longer needed by House Rabbit Network are discarded at the proper time. This policy is also for the purpose of aiding volunteers of House Rabbit Network in understanding their obligations in retaining documents, including waivers, contracts, and logs.
2) Policy
This policy represents House Rabbit Network’s policy regarding the retention and disposal of records and the retention and disposal of electronic documents.
SECTION TOPIC
A Shelter
B Official
C General
A. Shelter
Record Type Retention Period
Exercise Logs 6 months
Volunteer Logs 5 years
Notebooks with shift notes 5 years
B. Official
Record Type Retention Period
Meeting Minutes Permanent
Tax filings Permanent
Supporting Tax Documents 10 years
C. General
Record Type Retention Period
Surrender Forms 10 years
Bun Sitting Forms 5 years
Foster Waiver Current + 10 years
Volunteer Waiver Current + 10 years
Adoption Contracts 12 years
Nail Clip Waivers 5 years
Employee Docs Permanent
Event Waivers 5 years
3) Process for Document Disposal
Documents containing sensitive information should be shredded, while all other paper documents can be recycled.
version 1.0 May 2022