National Staff Organization

United to Lead, to Promote, to Secure, and to Defend

United to Lead, to Promote, to Secure, and to Defend

NSO AFFILIATE PRESIDENT HANDBOOK

Document Retention Policy

The NSO, as a parent organization at the time of this policy and its adoption, has no employees or an office. Its elected leaders and officers are dispersed throughout the United States employed by NEA affiliates.
Accordingly, with due regard to the above, the NSO Executive Committee has developed this Document Retention Policy (“DRP”). The DRP encourages each officer to prudently maintain NSO records. Specifically financial records, treasurer’s reports, and corporate records shall be retained seven (7) years, seven (7) years and three (3)n years respectfully. Documents of incorporation, tax-exempt records, Board minutes and agenda items shall be retained indefinitely in the NSO record books. Executive Committee documents re: quarterly meetings shall be kept according to the attached chart. These records listed shall be kept by the officers or individuals designated by the NSO Executive Committee.

Document Protection #

Documents (hard copy, online or other media) will be stored in a protected environment for the duration of the Document Retention Schedule.

Document Destruction #

Hard copies of documents will be destroyed by shredding after they have been retained until the end of the Document Retention Schedule. Online copies will be destroyed by proven means to destroy such media after they have been retained until the end of the Document Retention Schedule.
PROVISION OF DOCUMENTATION FOR INVESTIGATIONS OR LITIGATION

Provision of Documentation for Investigations or Litigation #

Documents requested and subpoenaed by legally authorized personnel will be provided within legal guidelines. The NSO President will authorize document production with due regard to the numerous locations and persons who may be custodians.

Adopted by the NSO Executive Committee, # 9, October 22, 2010

CORPORATE RECORDSDURATIONKEEPER OF RECORDS/CUSTODIAN
Articles of Incorporation to apply for corporate statusPermanentSecretary
IRS Form 1023 (in the USA) to file for tax-exempt and/or chartable status.PermanentTreasurer
Letter of Determination (for example, from the IRS in the USA) granting tax exempt and/or charitable status.PermanentTreasurer
BylawsPermanentSecretary
Board policiesPermanentSecretary
ResolutionsPermanentSecretary
Board meeting minutesPermanentSecretary
Tax or employee identification number designationPermanentTreasurer
Annual corporate filingsPermanentTreasurer
   
FINANCIAL RECORDS  
Chart of accountsPermanentTreasurer
Fiscal Policies and ProceduresPermanentTreasurer
AuditsPermanentTreasurer
Financial StatementsPermanentTreasurer
General LedgerPermanentTreasurer
Check registers/books7 yearsTreasurer
Business expenses documents7 yearsTreasurer
Bank deposit slips7 yearsTreasurer
Cancelled checks7 yearsTreasurer
Invoices7 yearsTreasurer
Investment records (deposits/earnings, withdrawals)7 yearsTreasurer
Property asset inventories7 yearsTreasurer
Petty cash receipts/documents3 yearsTreasurer
Credit card receipts/travel vouchers3 yearsTreasurer
Department of Labor (DOL) Reports LM-2, LM-3 or LM- 4PermanentTreasurer
   
TAX RECORDS  
Annual tax filing for the organization (IRS Form 990, 990EZ, or 990N)PermanentTreasurer
Filings of fees paid to professionals (IRS Form 1099 in the USA)7 yearsTreasurer
   
INSURANCE RECORDS  
Directors and Officers Insurance PolicyPermanentTreasurer
Insurance PolicyNot applicableTreasurer
General Liability Insurance PolicyPermanentTreasurer
Insurance claims applicationsPermanentTreasurer
Insurance disbursements/denialsPermanentTreasurer
   
Updated on February 5, 2024