King City Civic Association Resolution: Administration 2012-306
DOCUMENT RETENTION AND DESTRUCTION POLICY
CC&Rs Article VI, Section 3.J; ORS 94.670; ORS 65.771 (1), (2) & (5);
The Administrator shall be responsible for management of the records retention system to ensure that records are kept in an organized manner and according to the following approved Retention Schedule. The Administrator shall also be responsible for preparing a schedule and record of destruction of documents on an annual basis: when, who, and method of destruction, and description of record destroyed. This shall be kept in a permanent Association "Document Destruction Log".
| Type of Record | Years To Retain | Authority | Comment |
|---|---|---|---|
I. FINANCIAL & ACCOUNTING | |||
| Bank Deposit Slips | 3 | AD | |
| Bank Reconciliations | P | ORS | |
| Bank Statements | P | ORS | |
| Bank Signature Cards | 5 | AD | |
| Budgets | P | ORS | |
| Check Register (Cash Disbursements Journal) | 3 | ORS | Computer Backup |
| Depreciation Schedules | P | ORS | |
| Expense Reports | 3 | AD | |
| Financial Statements: Interim - monthly | 5 | AD | *3 years availability |
| Financial Statements: Year End | P | ORS | *3 years availability |
| Annual Audit or Review | P | ORS | *3 years availability |
| General Ledgers | P | ORS | Computer Backup |
| A/P Paid Vendor Invoices, Operating bank acct | P | ORS | |
| Petty Cash Records | 3 | ORS | |
| Office Equipment Records —PP Tax Report | P | ORS | |
| Insurance Records: Policies | 10 | AD | |
| Insurance Records: Claims Paid | 10 | AD | |
| Tax Returns — Year End | P | ORS | |
| Tax Bills & Statements | P | ORS | |
II. RESERVES | |||
| Reserve Studies | P | ORS | |
| Paid Invoices: Reserve Items + bank acct Contracts for Work Performed |
P | AD | |
| Bids rejected | 3 | AD | |
| Bid Accepted for Common Area Work — Maintenance & Repair Records w/paid invoice |
P | AD | |
III. ADMINISTRATIVE | |||
| Correspondence, General | 5 | AD | Computer/Pre2008-office |
| Correspondence, Legal; Litigation Matters | P | ORS/AD | Computer/office files |
| Forms (Rental, Clubs Registration, etc) | Current | AD | Computer |
| Phone Directories | 2 | AD | Computer |
| Member Listings | Current | ORS | |
| Articles of Incorporation | P | AD | ORS requires current only |
| CC&Rs & Amendments | P | AD | ORS requires current only |
| Bylaws | P | AD | ORS requires current only |
| Resolutions | P | AD | ORS requires current only |
| Election Records — Proxies & Ballots | 1 | ORS | *Retain at front office |
| Minutes — Board of Directors & Committee | PORS | *10 years at front office | |
| Document Destruction Log | P | ORS/AD | |
| Deeds | P | AD | Residents' files |
| Emergency Plan | Current | AD | |
IV. LABOR RECORDS | |||
| Personnel Files After Termination | 5 | FLSA | Confidential |
| Payroll Registers + timesheets | 5 | FLSA | Confidential |
| Applications | 5 | FLSA | |
| Attendance Records | 7 | FLSA | Confidential |
| Conflict of Interest Disclosure Statements | P | FLSA | |
| Employee Changes & Termination | 5 | FLSA | Confidential |
| Employee Contracts — Personnel Record | 5 | FLSA | Confidential |
| Garnishment — Personnel Record | 5 | FLSA | Confidential |
| Job Description/Desk Manual | Current | FLSA | |
V. OPERATIONS | |||
| Assessments Collections Records | 3 | AD | Confidential |
| Miscellaneous Records | 10 | ORS |
| CODES: | AD = Administrative Decision; FLSA = Fair Labor Standards Act; P = Permanent; ORS = Oregon Revised Statutes |
| *Retain previous number of years for availability and inspection at front desk. |
IT IS RESOLVED this ___ day of February 2012 by a majority vote of the Board of Directors and effective upon distribution of the Association's March 2012 Newsletter
King City Civic Association
By Terry Shane, President By Maxine Van Dyke, Secretary
Adopted 05-16-08
Revised and Restated 02/14/12