Document Retention Policy
To provide a system for complying with document retention laws; to
ensure that the organization retains valuable documents; to save money,
time and space; to protect the organization against allegations of selective
document destruction; and, to provide for routine destruction of non-
business, superfluous, and outdated documents.
Documents that should be retained and the period of retention are listed
below. In general, documents that are not subject to a retention
requirement should be kept only long enough to accomplish the task for
which they were generated.
The Executive Director is in charge of making sure that TriCounty Community Network (TCN),
its employees, volunteers and directors are complying with document retention schedule. At the
Board of Director’s Annual Meeting (January Board of Director’s meeting), the Executive
Director will submit to the Secretary of the Board of Directors a list of the documents that have
been sent to storage or destroyed. The list will identify the documents with enough specificity
that any director could determine which documents were stored or destroyed. Lists of
documents stored or destroyed will be kept by the Secretary of the Board and will also be kept in
the TCN office.
Our organization has a legal duty to retain relevant documents which it knows or believes may
be relevant to any legal action. Such documents also include those that could lead to discovery
of admissible evidence. Accordingly, all document destruction is automatically suspended when
a lawsuit, claim, or government investigation is pending, threatened or reasonably foreseeable.
In such a case, paper document destruction, as well as electronic destruction of any potentially
relevant documents or records must cease immediately, and shall not resume until such lawsuit,
claim, or government investigation is either fully and finally conclud