The Center for Child-Safe Divorce

Home of the Love Before Law™ Movement

Document Retention and Destruction

Policy

Purpose

This policy sets how Waves of Love Foundation, dba Center for Child-Safe Divorce (the "Organization") keeps and destroys records, in compliance with law, including the Sarbanes-Oxley Act.

Legal Holds

No record will be destroyed to obstruct an investigation, audit, or lawsuit. When one is pending or expected, the Compliance Officer (Board Secretary) stops scheduled destruction of related records.

Retention Schedule

Record Keep

Articles of Incorporation, Bylaws, amendments Permanent

IRS Determination Letter and Form 1023 Permanent

Board and committee minutes Permanent

Conflict of interest statements Permanent

Form 990 filings Permanent

Audited financial statements Permanent

General ledgers and financial statements 7 years

Bank statements and reconciliations 7 years

Accounts payable and receivable 7 years

Grant agreements and records 7 years after grant ends

Contracts and licensing agreements (incl. IP) 7 years after expiration

Personnel files and applications 7 years after termination

Payroll records 7 years

Insurance policies (incl. D&O) While in effect + 7 years

Director and Advisory Board agreements 7 years after service ends

Donor records and acknowledgments 7 years

Program and case records 7 years, or longer if law requires

Significant email Same as related record

Routine correspondence 2 years

Electronic Records

Electronic records, including backups, follow the same schedule.

Storage

Permanent and financial records are backed up and protected from loss.Donors may ask to remain anonymous or to be removed from mailing lists at any time.

Destruction

The Compliance Officer oversees destruction. Paper records with personal, financial, or program information are shredded; electronic records are permanently deleted.