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 AHRMA MAG
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 AHRMA MAG
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.