AHRMA Document Retention Policy

May 5, 2014

The following policy outlines the different types of documents and the length of time that these documents will be retained by AHRMA.

Financial documents:

The following will be retained a minimum of 7(seven) years:

All internal accounting records not listed below

Payroll records(all)

Bank records(all)

The following will be retained permanently:

Audited/reviewed or compiled financial statements

Federal tax forms and supporting schedules

Accounts Payable paid files

Cash receipts files

General ledger records

Investment account information

Fixed asset master control file

Corporate records:

The following will be retained permanently:

Meeting minutes for both full board and executive committee meetings

Annual reports of any type

Articles of Incorporation

Corporate bylaws

Amendments to the Articles of Incorporation or the Corporate bylaws

Contracts(active and expired)

Trustee election result information

Correspondence with legal counsel

Records of copyrights

Internal documents

The following will be retained permanently:

Documents deemed to be historical in nature to the organization

Insurance documents

Monthly copies of Vintage Views

Annual copy of AHRMA handbook/rulebook

Internal documents:

The following will be retained a minimum of 7(seven) years:

Internal correspondence

Working files for the preparation of Vintage Views

The method of destruction for any of the above documents is by shredding only. No document is to be discarded by placing in the trash.