RECORD RETENTION POLICY

 

POLICY:

  1. Maintenance and retention of records for the Nottingham Forest Homes Association.  
  2. The Secretary will be the Archivist for NFHA, and will be responsible for maintaining and securing all records.
  3. All original records are to be stored in a central location.  Copies can be made for Board members to aid in their discharge of responsibilities.

 

 

TYPE OF RECORD                                                                                     YEARS TO RETAIN

 

--Board Minutes                                                                                                   No Expiration

--Cancelled Checks                                                                                              5 years

--Correspondence                                                                                                3 years

--General Ledger/Journal Entries/Budget                                                         No Expiration

--Income Tax Returns                                                                                          No Expiration

--IRS Ruling, Not for Profit Status                                                                     No Expiration

--Legal Documents--NFHA                                                                                No Expiration

    -By-Laws

    -Declaration of Restrictions

    -Homes Association Declaration

   - Pool Settlement

    -Roof Amendment

    -Spanish Gardens (8th Plat)

--Licenses and Permits                                                                                        5 years after expiration date

--Liens and Lien Letters                                                                                      No Expiration

--Newsletters                                                                                                        3 years

--Pool Settlement Records                                                                                  No Expiration

--Vendor Bids/Request for Pricing                                                                    5 years

--Vendor Contracts/Purchase Orders                                                               5 years after expiration date

--Vendor Invoices                                                                                                5 years

--Voting Records, NFHA                                                                                    No Expiration

--Warranties                                                                                                          Life of Product or Service

 

 

 

 

 

 

 

September 20, 2004