Document Retention and Destruction Policy
Document Retention and Destruction Policy
The Society for Ethnobotany
Adopted (June 16, 2024)
The Society for Ethnobotany will retain records as necessary for administrative, historic, and legal purposes.
1. Purpose: The purpose of this policy is to ensure that The Society for Ethnobotany manages data in an efficient and effective manner and maintains historical records related to its financial and administrative operations. By establishing a specific timeline for document purging, this shall also ensure compliance with the Sarbanes-Oxley Act, which prohibits the alteration, falsification, or destruction of documents that are part of any official proceeding. If anyone associated with the Society for Ethnobotany becomes aware of any investigation, the Society for Ethnobotany shall be notified immediately so that document purging will cease and all relevant documents will be appropriately identified and protected.
2. Definitions:
a. “Document” refers to any item listed in the table below, in either hard copy or electronic form. Electronic files also include those in audio/visual or emailed forms.
b. “Administrative” refers to documents pertinent to the day-to-day operations of the Society for Ethnobotany.
c. “Historic” refers to documents that are valuable for maintaining knowledge of the history of the Society for Ethnobotany and its work.
d. “Legal” refers to any document that is a contract or agreement between parties, that contains financial information relevant to IRS filings, or that must be maintained to comply with laws and regulations.
e. “Shred” means using a shredder machine to properly shred and dispose of documents.
f. “Delete” means to delete an electronic file.
3. Responsibility: The Council is ultimately responsible for all documents listed for retention and destruction. Table 1 lists the officer who is delegated responsibility for retaining and purging.
4. Review and Purging: Review and purging of files may take place in an ongoing manner but must occur at least every two years in even numbered years and must follow the minimum retention requirements stated below. Such review and purging must also occur prior to archival storage of any files.
5. Document Drafts: Once the final copy of a document has been completed, the drafts may be recycled or deleted, unless they are documents of legal value. For documents determined to be of legal value, drafts containing comments shall be saved for a minimum of two years, and drafts without comment may be destroyed once the final version is complete.
6. When older versions of documents are retained, they will be placed in the online archives and the newest version will be the accessible version.
7. The Society for Ethnobotany uses a Cash Basis accounting system.
8. The Society for Ethnobotany uses the calendar year as its fiscal year.
Table 1. Documents to be retained categorized by length of time. Name or type of document. Type of record (A = Administrative, H = Historic, L = Legal), Officer Responsible, Location of Storage, Destruction Method except that Retain Permanently documents have no destruction method.
Retain Permanently
Articles of Incorporation and Supporting Documentation, (A, H, L), Secretary, Google Drive
Bylaws, (A, H, L), Secretary, Google Drive, Society website
Record of Application for non-profit status and acceptance of application, (A, H, L), Secretary, Google Drive
Council Minutes and Associated Documents, (A, H, L), Secretary, Google Drive
Business Meeting Minutes and Associated Documents, (A, H, L), Secretary, Google Drive
Audit Reports, (A, H, L), Secretary, Google Drive
Policy Statements, (A, H, L), Secretary, Google Drive, Society website
List of Council and Committee Members, (H), Secretary, Google Drive
Copies of Plants and People, (H), Secretary, Google Drive
Copies of the Academic Journal of the Society, (H), Archivist in coordination with the Secretary and Archives Committee, New York Botanical Garden
Annual Budget, (A, H, L), Secretary, Google Drive
Annual Profit and Loss Statement, (A, H, L), Secretary, Google Drive
Annual Balance Sheet, (A, H, L), Secretary, Google Drive
Annual State of New York Registration, (A, H, L), Accountant, QuickBooks
Biennial Missouri Business Registration, (A, H, L), Accountant, QuickBooks
Internal Revenue Service Form 1099, (A, H, L), Accountant, QuickBooks
Internal Revenue Service Form 990, (A, H, L), Accountant, QuickBooks; Secretary, Google Drive
List of Award Winners, (H), Secretary, Google Drive
Minimum of Three Years after Termination of Contract
Contract with Botanical Society of America, (A, H, L), Secretary, Google Drive, Shred and Delete
Contracts with the New York Botanical Garden, (A, H, L), Secretary, Google Drive, Shred and Delete
Academic Journal Contract, (A, H, L), Secretary, Google Drive, Shred and Delete
Other Contracts, (A, H, L), Secretary, Google Drive, Shred and Delete
Minimum of Three Years
Supporting Financial Documents [Includes but is not limited to receipts, invoices, billing statements, credit card receipts, donation records, bank statements, credit card statements, canceled checks (electronic), paid bills], (A, L), Accountant, QuickBooks, Shred and Delete
Conflict of Interest Acknowledgement Forms (A,L), Secretary, Google Drive, Shred and Delete