Record Retention Schedule
Answer
The records, as set out in this schedule are:
Destroyed - the records shall be destroyed without any copies being retained.
Permanent - The original record shall be preserved and never destroyed.
Replaced - Annual forms replaced with new forms. Permanent records may be held in the following formats:
Hardcopy (the original document is retained),
Hard Drive (the record is retained on portable hard drive) which are to be stored in the safe and stored on Dropbox for Business,
Hardcopy and Hard Drive (the original document is retained, and a duplicate is held on portable hard drives). Flash drives are for working file backups not for permanent backups.
Note: See LLBCL File Arrangement document for file locations.
|
Subject Description |
Years |
Action |
Format |
|
Accounting Data |
7 |
D |
H, HD, DB |
Credit Card, Reimbursements,
AP Vouchers & Supporting Documents
|
Agreements with our Partners |
P |
P |
H, HD & DB |
|
Annual Reports (PLSB) |
P |
P |
H, HD & DB |
|
Annual Review |
P |
P |
H, HD & DB |
|
Annual Report to Reader (PLSB) |
P |
P |
H, HD & DB |
|
Banking and General Deposit Books, |
7 |
D |
H, HD & DB |
Memos, Accounting Reconciliations, Statements, Cancelled Cheques, Invoices,
Investments, and Receipts Expense Claim Forms
|
Board & Committee Minutes Supporting documents (Electronic) Building drawings, information, etc. |
P P P |
P P P |
H, HD & DB HD & DB H |
|
Budget Final |
7 |
D |
H, HD & DB |
|
Bylaws Current |
P |
R |
H, HD & DB |
|
Bylaws Previous |
P |
P |
H, HD & DB |
|
Contracts |
7 |
D |
H, HD & DB |
|
Correspondence General |
7 |
D |
H, HD & DB |
|
CRA (Charities Return) |
7 |
D |
H, HD & DB |
|
Donations |
7 |
D |
H, HD & DB |
|
Equipment and other Proof of Purchase, Manuals, Warranties, Assets, etc. |
2 |
D |
H |
|
Grant Applications & Supporting Documents |
7 |
D |
H, HD & DB |
|
GST Claims |
7 |
D |
H HD & DB |
|
Insurance Certificates |
P |
P |
H, HD & DB |
|
Inventory (Current Computer Inventory) |
P |
R |
H, HD & DB |
|
Historical |
P |
P |
H, HD & DB |
|
Job applications and resumes (hired) |
P |
P |
H |
|
Job applications and resumes (not hired/unsolicited) |
1 |
D |
H |
|
Leases |
P |
P |
H |
|
Legal |
P |
P |
H |
|
Legislation – Acts after Superseded |
P |
R |
HD & DB |
|
Needs Assessments Final Reports |
P |
P |
H, HD & DB |
|
Newspaper Clippings |
P |
P |
HD & DB |
|
Patron Membership Databases & Forms |
2 |
D |
H |
|
Payroll – Reports & Paystubs |
7 |
D |
H, HD & DB |
|
Payroll – Timesheets |
2 |
D |
H, HD & DB |
|
Personnel files |
P |
P |
H, HD & DB |
|
Photographs |
P |
P |
HD & DB |
|
Plans of Service & Marketing Plan |
P |
P |
H, HD & DB |
|
Policies (Current) |
P |
P |
HD & DB |
|
Programming Reports |
7 |
D |
H, HD & DB |
|
Revenue Canada (Payroll Submissions – Rec. Gen.) |
7 |
D |
H, HD & DB |
|
T4 Slips/Summaries |
7 |
P |
H, HD & DB |
|
Vendors Correspondence |
1 |
D |
H |
|
Volunteer Information |
7 |
D |
H |
|
Legend: |
|
Permanent 7 Years Other |