RIVERSIDE COUNCIL PTA
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PC: Dave Alcantar

Secretary Resources

Secretary Job Description

Document and Records Retention Schedule

CAPTA Toolkit Retention Schedule Link
It is important that each unit retains documents from previous years.  In 2016, the California State PTA adopted a policy that meets state and federal requirements relating to document retention and non-profit organizations. According to the California State PTA, this policy is intended as a guide for model practices at the local district, council, and unit level. Please see the list below for a guide of document retention schedule, retrieved from www.capta.org on 9.23.21. 

PERMANENT STORAGE

Accounting & Finance :
** 
Annual Financial Statements & Audit Reports
** Cancelled Checks – special, such as loan repayment
** General Ledger


Contributions/Gifts/Grants:
** 
Contribution Records
** Documents, Evidencing Terms of Gifts


Governance:
** 
Articles of Incorporation & Amendments
** Bylaws & Amendments
** Minute Books, including Association, Board & Committee Minutes
** Annual Reports & Returns to State & Federal Agencies
     -- IRS 990N, 990EZ or 990
     -- Franchise Tax Board 199N or Form 199
     -- Attorney General
          - RRF-1
          - TR-1 (if applicable)
          - Raffle Reports (if applicable)
** Secretary of State SI-100 (if incorporated, filed biennially)
** IRS Rulings
** Licenses and Permits
** Employer Identification Number (EIN) Designation
** Any other correspondence with State or Federal Agencies


Electronic Mail (Email):
** 
Emails considered important or of lasting significance 


Insurance:
** 
Property, D&O, Workers’ Compensation & General Liability , Insurance Policies
** Insurance Claims Records 


Legal Correspondence: 
** 
All


10 YEAR STORAGE
** Personal Records
** Employee Contracts
** Personal Property Leases

7 YEAR STORAGE 
** Accounts Payable
** Accounts Receivable
** Bank Statements, Reconciliations, & Deposit Slips
** Cancelled Checks - routine
** Credit Card receipts
** Employee/ Business Expense Reports/ Documents
** Interim Financial Statements
** Grant Records

2 YEAR STORAGE
** Hard copy correspondence and internal memoranda - routine matters
** Electronically stored documents - routine matters


12 MONTH STORAGE
** Emails - routine

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  • Home
  • Executive Board
  • About PTA
    • RCPTA Units
  • Training
  • Keep up to Date
  • Unit Resources
    • President
    • Leadership
    • Membership
    • Programs
    • Secretary
    • Treasurer
    • Auditor
    • Historian
    • Parliamentarian
    • Advocacy
    • Arts in Education
    • Awards & Scholarship
    • Convention
    • Grants & Donations
    • Communications
    • Family Engagement
    • Reflections
    • STEM in Education
    • Principal Liaison
    • Student Representative