General Document Retention and Destruction Policy 11/22/2013
GENERAL RECORD/DOCUMENT RETENTION & DISPOSITION SCHEDULE NOVEMBER, 2013 A. This document governs the disposition of records generated, maintained, and received by the Association of Central Oklahoma Governments (ACOG) and 9-1-1 ACOG. While not all-inclusive, it is intended to serve as a guideline to be adhered to by all employees of ACOG. When used in this document, the following definitions shall apply: 1. Association: as used herein, shall refer to the Association of Central Oklahoma Governments (ACOG) and 9-1-1 ACOG (hereafter collectively referred to as ACOG ); 2. Record: an item that contains legal or regulatory compliance information, evidences a transaction, identifies participants in business activities or who had knowledge of an event, or proves a business-related event or activity occurred or did not occur; 3. Record: includes paper, electronic, email, digital printers/copiers, regardless of whether the record is stored in traditional containers such as file cabinets and boxes, or on a network server, desktop, laptop, handheld device, or other device with text or instant messaging capability; 4. FY, year : Fiscal year, July 1 st through June 30 th of each calendar year. B. In all descriptions below and contained herein, reference is made to retention and destruction time periods provided no legal actions are pending. Should any record or document be relevant to any pending or threatened legal action, said record or document shall be retained until two (2) years after exhaustion of all legal remedies. C. A Fairness & Compliance Officer shall be appointed by the Executive Director to maintain all aspects of this Policy, including but not limited to management of Certificates of Destruction, ensuring the Policy is reviewed 1
annually, making any revisions, additions, or corrections, and ensuring that all ACOG employees comply with the standards set forth herein. D. At the time of implementation of this Retention and Destruction Policy, there exists voluminous amounts of records and documents from years past. Upon implementation of the policies contained herein, any destruction of these records and documents shall be accompanied by a completed Certificate of Records Destruction to provide documentation of the disposition of those items. Going forward, a Certificate for each individual item shall not be required, but upon the destruction of a collection of items accumulated throughout the year, a Certificate shall be completed describing the items destroyed in a concise manner. All Certificates of Records Destruction shall be maintained by ACOG s Fairness & Compliance Officer, and may be retained in digital format for the prescribed period of time set forth herein. E. There shall be created a Document Retention and Destruction Schedule that will contain each category of documents addressed herein as well as specific program documents and will specify the location and custodian of each category of document. This Policy specifically authorizes the Fairness & Compliance Officer to add to or make corrections to the Schedule as the implementation of this Policy dictates. F. Upon expiration of a document or record s retention period, a paper document or record shall be destroyed by placing in a secure shred bin, whether on the premises of ACOG, or at a document storage facility. G. The following guidelines shall apply to retention of email: 1. All of ACOG s email is archived and recoverable for three (3) years. Email older than three (3) years will be deleted by the hosted email archiving service, unless the email is on legal hold or it has been placed in a specific project/program folder for retention in accordance with subsequent policies contained herein. 2
2. Other than project/program specific email, email is not to be retained longer than three (3) years. 3. Email correspondence related to specific programs or projects may be retained beyond the three (3) year retention period if the employee determines he/she needs these records for future reference. The employee must archive these emails and place them in an appropriate project folder on the network. a. Employees are hereby notified that any lost project-related emails that are deleted due to this retention policy are not recoverable. b. Employees shall cooperate with the Information Technology Director to accomplish the goals and purposes of these policies. Action or inaction pertaining to these policies that impedes or impairs the working environment at ACOG will result in disciplinary action. H. The following guidelines shall apply to retention of digital/electronic records: 1. Electronic files generated by persons no longer employed by ACOG will be retained by the IT Department for three (3) years after termination of employment and will then be deleted. Any ACOG employee desiring access to these files during the retention period must submit a written request to the IT Director who will verify the need before releasing any files. 2. All electronic devices, i.e., cell/wireless phone, ipad, tablet PC, if used for work purposes, shall be used only as a portal into the ACOG system. If any original, work-related content is produced on such devise, it must be emailed or placed on the ACOG network for storage. All such workrelated content is the property of ACOG. 3. Documents or records maintained in digital format shall be destroyed under the direction of the IT Director, in compliance with the policies set forth herein. I. Should ACOG be involved in threatened, actual, or imminent litigation, these destruction policies may be suspended as provided below. Any such 3
suspension shall be documented by the Fairness & Compliance Officer and made a part of the file, digital or otherwise, containing all Certificates of Records Destruction. 1. Should a member of ACOG Senior Staff become aware of or put on notice of pending litigation, he/she shall immediately notify the Executive Director who shall immediately place a legal hold on the destruction of any and all documents reasonably believed to be discoverable in the anticipated litigation. Said hold shall remain in force until notified by counsel. J. This Policy shall be submitted to the ACOG and 9-1-1 ACOG Board of Directors for review and approval, and shall be reviewed and updated on an annual basis. The ACOG Fairness & Compliance Officer shall be responsible for enforcing, monitoring and updating this policy. K. It is understood by the employees of ACOG that all employees create electronic files which are part of their daily routine. The creation or deletion of an employee s working files is not intended to be curtailed by this policy unless the file type is one specifically addressed by this policy. L. Financial Records 1. Accounts Payable Voucher: Description: The document evidencing that a payment has been made to a supplier, vendor, Disposition: Retain in office seven (7) years, then destroy provided all audits have been completed and all applicable audit reports have been accepted and resolved, provided no legal actions are pending. 2. Audit Files: Description: Supporting spreadsheets and documents used by auditors to verify the accuracy of financial statements. Disposition: Retain in office permanently. Files older than seven (7) years may be kept in electronic format. 4
3. Bank Files and Official Depository Records : Description: Any document evidencing the creation or maintenance of a depository account with a financial institution. Disposition: Retain in office seven (7) years, then destroy provided all audits have been completed and all applicable audit reports have been accepted and resolved, provided no legal actions are pending. 4. Bank Statements: Description: Monthly or periodic statements received from any financial institution evidencing the deposits and withdrawals made by or on behalf of ACOG and 9-1-1 ACOG, including any reconciliation document generated by or on behalf of ACOG and 9-1-1 ACOG to verify the balance or any other amount on said statement. Disposition: Retain in office seven (7) years, then destroy provided all audits have been completed and all applicable audit reports have been accepted and resolved, provided no legal actions are pending. 5. Budgets: Description: Document evidencing anticipated expenditures by category and by department, including any materials submitted by any division used to compile the budget document or be included therein. Disposition: Retain in office permanently. Files older than seven (7) years may be kept in electronic format. 6. Check Stubs: Description: The portion of any check retained by ACOG. Disposition: Retain in office seven (7) years, then destroy provided all audits have been completed and all applicable audit reports have been accepted and resolved, provided no legal actions are pending. 7. Contracts (other than for space or equipment): Description: Documents evidencing a binding or non-binding agreement between ACOG and any vendor for equipment maintenance, services, supplies, consulting, etc.. Disposition: Retain in office seven (7) years after expiration or termination, then destroy provided all audits have been completed 5
and all applicable audit reports have been accepted and resolved, provided no legal actions are pending. 8. Copier Meter Readings and Postal Meter Readings: Description: Forms or other evidence of the listing of the number of copies made, amount of postage used or remaining, dates readings were taken, results of any requests for additional information, signature of person completing form, etc. Disposition: Retain in office seven (7) years, then destroy provided all audits have been completed and all applicable audit reports have been accepted and resolved, provided no legal actions are pending. 9. Expense Reports/Travel Requests/Mileage Reimbursement Forms: Description: Documents evidencing costs or charges related to expenditures by ACOG employees and staff submitted to ACOG for reimbursement or for advanced funds. Disposition: Retain in office seven (7) years, then destroy provided all audits have been completed and all applicable audit reports have been accepted and resolved, provided no legal actions are pending. 10. Financial Correspondence: Description: Letters, faxes, emails or other correspondence between ACOG and its accountants, auditors, or others related to the finance department and its function. Disposition: Retain in office three (3) years, (financial correspondence related to any grant shall be retained seven (7) years) then destroy provided all audits have been completed and all applicable audit reports have been accepted and resolved, provided no legal actions are pending. 11. Financial Statements/General Ledger (year-end): Description: Year-end statements generated by Accounting Department, whether in printed or electronic format. Disposition: Retain in office permanently. Statements older than seven (7) years may be maintained in electronic format. 6
12. Inventories: Description: Files containing lists of office equipment, furniture, supplies, etc., purchasing documents and disposition notices. Disposition: Retain in office seven (7) years, then destroy provided all audits have been completed and all applicable audit reports have been accepted and resolved, provided no legal actions are pending. 13. Invoice Log: Description: List of invoices in numerical order for assigning invoice numbers, and the record of payments received pursuant thereto. Disposition: Retain in office seven (7) years, then destroy provided all audits have been completed and all applicable audit reports have been accepted and resolved. 14. Journal Entry Folders: Description: Printed copy of journal entry with supporting backup. Disposition: Retain in office seven (7) years, then destroy provided all audits have been completed and all applicable audit reports have been accepted and resolved. 15. Lease Contracts for Equipment: Description: Documents evidencing agreement between ACOG and vendor for lease of item of equipment, including copiers, fax machines, computer equipment, etc. Disposition: Retain in office seven (7) years after expiration, then destroy provided all audits have been completed and all applicable audit reports have been accepted and resolved, provided no legal actions are pending. 16. Lease Contracts for Space: Description: Documents evidencing agreement between ACOG and vendor for lease of office space, warehouse, or storage. Disposition: Retain in office seven (7) years after expiration, then destroy provided all audits have been completed and all applicable audit reports have been accepted and resolved, provided no legal actions are pending. 17. Payroll Records, Journals, Stubs: 7
Description: Information (hard copy or electronic) submitted to ACOG, along with any supporting documents, for payment of employee wages or salaries, including employee withholding data, wage deductions for insurance, retirement, or savings plans. Disposition: Retain in office ten (10) years, then destroy provided all audits have been completed and all applicable audit reports have been accepted and resolved, provided no legal actions are pending. 18. Purchase Orders and Invoices: Description: Document and supporting information submitted by staff or employees to acquire goods or services. Disposition: Retain in office seven (7) years after purchase or acquisition then destroy, provided all audits have been completed and all applicable audit reports have been accepted and resolved, provided no legal actions are pending. 19. Recurring Operating Bills: Description: Documents detailing monthly or periodic recurring charges or expenses for telephone, utilities, subscriptions, professional dues, office supplies, etc. Disposition: Retain in office seven (7) years after payment, then destroy provided all audits have been completed and all applicable audit reports have been accepted and resolved, provided no legal actions are pending. 20. Surplus Property Information: Description: Document and supporting information evidencing any invitation to bid or acquire surplus property of ACOG. Disposition: Retain in office five (5) years after sale or transfer, then destroy provided all audits have been completed and all applicable audit reports have been accepted and resolved, provided no legal actions are pending. 21. Tax Returns/Reports: Description: Documents prepared and submitted to state and federal taxing authorities yearly along with all schedules, addendums, and other required documentation. 8
Disposition: Retain in office permanently. Files older than ten (10) years may be kept in electronic format. 22. Unemployment Compensation Claims Documents: Description: Documents, reports, correspondence, or other items evidencing claims for unemployment compensation by former ACOG employees. Disposition: Retain in office five (5) year after final payment, then destroy provided all audits have been completed and all applicable audit reports have been accepted and resolved, provided no legal actions are pending. 23. Workers Compensation Claims Files: Description: Documents, reports, correspondence, or other items pertaining to insurance coverage and injury claims against ACOG by any former or current ACOG employees. Disposition: Retain in office five (5) years after closure, then destroy provided all audits have been completed and all applicable audit reports have been accepted and resolved, provided no legal actions are pending. M. Personnel Records (Any document containing an employee s social security number, driver s license number, or any financial information shall be kept in a locked file cabinet inside a locked office). 1. 1099 Forms: Description: Summary of contract employee earnings used for filing federal and state income tax returns. Disposition: Retain in office five (5) years, then destroy provided all audits have been completed and all applicable audit reports have been accepted and resolved, provided no legal actions are pending. 2. Acknowledgement of Receipt of Policies & Procedures Description: Forms signed by employee acknowledging receipt of organization s Policies and Procedures Manuals, Social Media Policy, and any other employment related materials and publications. 9
Disposition: Retain in office seven (7) years after termination of employment, then destroy provided no legal actions are pending. 3. Application for Disability Benefits & all documents and records Description: Form or document completed by employee to apply for disability benefits. Disposition: Retain in office three (3) years after termination of employment, then destroy provided no legal actions are pending. 4. Applications for Employment/Resumes Submitted & Interview Records (applicant not hired): Description: Applications for employment and supporting documentation such as transcripts, resumes, and letters of recommendation; notes and other records pertaining to employment applications and job interviews of those applicants not hired by ACOG. Disposition: Retain in office two (2) years after receipt, then destroy provided no legal actions are pending. 5. Applications for Employment/Resumes Submitted & Interview Records (applicant hired): Description: Applications for employment and supporting documentation such as transcripts, resumes, and letters of recommendation; notes and other records pertaining to employment applications and job interviews of those applicants hired by ACOG. Disposition: Retain in office seven (7) years after termination of employment, then destroy provided no legal actions are pending. 6. Attendance Records, including Leave Requests: Description: Records used to compile attendance and leave statistics for payroll preparations. Record may contain sign in/out sheets or their equivalent. Disposition: Retain in office seven (7) years after termination of employment, then destroy provided all audits have been completed and all applicable audit reports have been accepted and resolved, provided no legal actions are pending. 7. Contractual Employee Records Description: Record copies of contracts, payment information, and other records pertaining to contractual employment. 10
Disposition: Retain in office seven (7) years after final payment, then destroy provided all audits have been completed and all applicable audit reports have been accepted and resolved, provided no legal actions are pending. 8. Disciplinary Records: Description: Investigative notes, correspondence, interview lists and notes, and any other documentation upon which an adverse action against an employee is based. Disposition: Retain in office seven (7) years after termination of employment, then destroy provided no legal actions are pending. 9. Employee Benefit Plan Documentation: Description: Documents pertaining to benefits available to employees, including material from medical and dental providers, investment, deferred compensation and retirement options, rate plans, beneficiary designation forms, etc. Disposition: Retain in office until seven (7) year after superseded, then destroy, provided no legal actions are pending involving an employee s benefits. 10. Employee Discrimination Documentation (EEOC, ADA, etc.): Description: Records of claims and complaints filed against ACOG, including reports, exhibits, withdrawal notices, copies of decisions, records of hearings and meetings, correspondence, copies of records relating to hiring, promotion, demotion, transfer, layoff or termination, rates of pay or other terms of compensation, and all other personnel records relevant to the charge or action. Disposition: Retain in office until seven (7) years after date of personnel action or termination then destroy provided no legal actions are pending, or in claims of discrimination retain all personnel records relevant to the charge or action until final disposition of the charge or action then destroy provided no legal actions are pending. If legal actions are pending destroy two (2) years after exhaustion of all legal remedies provided records meet all stipulated retention requirements. 11
11. Employee Evaluations: Description: Form(s) completed by employee and supervisor used to evaluate the employee s work performance, including any attachments. Disposition: Retain in office seven (7) years after termination of employment, then destroy provided no legal actions are pending. 12. Employee Personnel File: Description: Record copies of applications, evaluations, disciplinary actions, and any other document or record pertaining to employment and not otherwise referenced in this Retention Plan. Disposition: Retain in office seven (7) years after termination of employment, then destroy provided no legal actions are pending 13. Garnishment Documents/Records: Description: Copies of legal documents and any attachments filed with the court clerk to garnish the wages of an employee. Disposition: Retain in office two (2) years after release of obligation, then destroy provided no legal actions are pending. 14. Grievance Procedures Records: Description: Copies of required plans and procedures for resolving employee grievances. Disposition: Retain in office one (1) year after superseded, then destroy provided no legal actions are pending involving grievance procedures. 15. Health Insurance Information: Description: Information pertaining to employee s enrollment in health insurance plan, payments of premiums, request for change in coverage, or other information or documents pertaining to employee s coverage. Disposition: Retain in office seven (7) years after termination of employment, then destroy provided all audits have been completed and all audit reports have been accepted and resolved, provided no legal actions are pending. 12
16. Job Announcements & Postings: Description: Record copies of internal and external announcements of job openings, including any description of job duties or requirements. Disposition: Retain in office two (2) years after close date, then destroy provided no legal actions pertaining to hiring or promotion are pending. 17. Job Descriptions: Description: Document outlining and specifying the general and specific duties and requirements for the stated position, as well as educational and physical requirements and any other descriptive information designed to inform applicants of the duties, responsibilities, or obligations of the position. Disposition: Retain in office three (3) years after superseded, then destroy provided no legal actions are pending involving the job performance of any employee. 18. Organization Charts/Rosters: Description: Document indicating the overall administrative structure of the organization. Disposition: Retain in office permanently. Records older than seven (7) years may be maintained in electronic format. 19. OSHA Log, Documents, Summaries: Description: United States Department of Labor OSHA Forms maintained as a log and summary record of recordable injuries and illnesses and any supplements, and copies of any document or record pertaining in any way to an OSHA claim or injury or illness. Disposition: Retain in office five (5) years following the end of the year to which they relate, then destroy provided no legal actions are pending. 20. Records Related to Employee Leave (FMLA, etc.): Description: Records relevant to compliance and implementation of the Family and Medical Leave Act of 1993, including basic payroll information, FMLA leave taken, and medical histories, and all other records required by the Act to be retained. 13
Disposition: Retain in office seven (7) years after termination of employment, then destroy provided all audits have been completed and all applicable audit reports have been accepted and resolved, provided no legal actions are pending. 21. Retirement Records including Plan Descriptions: Description: Copies of documents used to enroll employee in a retirement system, and those completed prior to selected retirement date. Disposition: Retain in office permanently. Records older than seven (7) years may be maintained in electronic format. 22. Salary Schedules: Description: List of salaries for specific positions, including any minimum, maximum, or range. Disposition: Retain in office three (3) years after superseded, other than those contained in Budget files, then destroy provided all audits have been completed and all audit reports have been accepted and resolved, provided no legal actions are pending. 23. Timesheets/Payroll Records: Description: Hard copies or electronic records of employee s payroll including deductions, withholdings, any leave time and other records pertaining to payroll calculations and preparations. Disposition: Retain in office ten (10) years, then destroy provided all audits have been completed and all audit reports have been accepted and resolved, provided no legal actions are pending. 24. Training Manuals / Policy & Procedure Manuals: Description: Documents outlining ACOG s personnel policies and procedures, and any training information associated with any particular job or function. Disposition: Retain in office permanently. Records older than seven (7) years may be maintained in electronic format. 25. W-2 Forms: Description: Summary of employee earnings used for filing federal and state income tax returns. 14
Disposition: Retain in office five (5) years, then destroy provided all audits have been completed and all applicable audit reports have been accepted and resolved, provided no legal actions are pending. N. Administrative Records 1. Agendas, Handouts, Minutes from Division Staff Meetings: Description: Agendas, handouts, minutes, notes or any document generated or prepared for use in division staff meetings. Disposition: Retain in office until no longer required for administrative purposes, then destroy. 2. Audio tapes/handwritten notes taken at any division, committee, or Board meeting: Description: Audio tapes or recordings, or any handwritten notes taken during attendance at division, committee, or board meetings which are eventually reproduced in hard copy of an agenda, handout, or minutes. Disposition: Retain in office until agenda, handout or minutes are approved, then destroy. 3. Authorization/Agreement for creation of ACOG: Description: Any document evidencing the creation of ACOG, the Agreement signed by members, or any other historical item relating to the authorization or creation of ACOG. Disposition: Retain in office permanently. Original documents shall be kept in secure location. Copies of any other documents may be maintained in electronic format. 4. Board Agendas/Minutes: Description: Copies of Agenda, including Minutes and all attachments, from ACOG Board of Directors, 9-1-1 ACOG Board of Directors, Intermodal Transportation Policy Committee, Garber- Wellington Association Policy Committee, and all Advisory and Technical Committees. Disposition: Retain in office permanently. Copies older than five (5) years may be maintained in electronic format. 15
5. Certificate of Records Destruction: Description: Document completed by ACOG staff or representative indicating what items, documents, or materials have been destroyed and the details thereof. Disposition: Retain in office permanently, either in hard copy or electronic format. 6. Correspondence, administrative: Description: Copies of letters, memos, emails, etc., both incoming and outgoing, pertaining to administrative matters. Disposition: Retain in office and review on an annual basis. After review, destroy duplicate and ancillary records. After three (3) years, if not already in electronic format, transfer all items to electronic format and retain for an additional three (3) years, then destroy. 7. Correspondence, Division Director: Description: Copies of letters, memos, emails, etc., both incoming and outgoing, pertaining to substantive matters of the division. Disposition: Retain in office and review on an annual basis. After review, destroy duplicate and ancillary records. After three (3) years, if not already in electronic format, transfer all items to electronic format for permanent storage. 8. Correspondence, Executive Director: Description: Copies of letters, memos, emails, etc., both incoming and outgoing, pertaining to substantive matters of the division. Disposition: Retain in office and review on an annual basis. After review, destroy duplicate and ancillary records. After three (3) years, if not already in electronic format, transfer all items to electronic format for permanent storage. 9. Correspondence, General: Description: Copies of letters, memos, emails, etc., both incoming and outgoing, pertaining to any other matters of the organization. Disposition: Retain in office and review on an annual basis. After review, destroy duplicate and ancillary records. After after one (1) year, transfer all items to electronic format and maintain for an additional two (2) years, then destroy. 16
10. Correspondence, Legal: Description: Copies of legal documents, letters, memos, emails, etc., pertaining to any matter to which ACOG is a party, or potential party. Disposition: Retain in office until two (2) years after exhaustion of all legal remedies, then transfer to electronic format for permanent preservation. 11. Desk Calendars/Appointment Books: Description: Desk calendars and appointment books used to list meeting dates, reporting deadlines, and other information. Disposition: Retain in office until no longer required for administrative purposes, then destroy. 12. Division Activity Reports: Description: Reports, memos, etc. prepared and submitted by Divisions, Departments of Committees documenting activities or projects. Disposition: Retain in office for two (2) years, then transfer to electronic format for permanent preservation. 13. Division Policies & Procedures: Description: Copies of Division Policies and Procedures which governs the operation of the division or department. Disposition: Retain in office for five (5) years after superseded, then destroy provided no legal actions are pending. 14. Employee Incident Report: Description: Reports of incidents and/or concerns involving employees which do not result in risk management or worker s compensation claims. Disposition: Retain in office for five (5) years after incident, then destroy provided no legal actions are pending. 15. Fax Transmittal Cover Sheets and Confirmations: Description: Cover sheets which accompany facsimile transmissions of documents to recipients, and the resulting confirmation of transmittal. Disposition: Retain in office until no longer required for administrative purposes, then destroy. 17
16. Grants-funded: Description: Copies of governing documents for grant programs; applications, scoring sheets, correspondence with applicants, and any and all other documentation pertaining to award of grant funds. (See Attachment A hereto governing document retention for REAP Grants) Disposition: Retain in office for seven (7) funding cycles, then destroy provided no legal actions are pending. 17. Grants-unfunded: Description: Copies of governing documents for grant programs; applications, scoring sheets, correspondence with applicants, and any and all other documentation pertaining to award of grant funds. (See Attachment A hereto governing document retention for REAP Grants) Disposition: Retain in office for two (2) funding cycles, then transfer to electronic format for an additional three (3) years, then destroy provided no legal actions are pending. 18. Incident Report: Description: Copies of incident reports completed when an incident has occurred where the organization might be liable for damages. Disposition: Retain in office for two (2) years after incident, then destroy provided no legal actions are pending. 19. Insurance Policies: Description: Copies of any policies of insurance maintained by the organization. Disposition: Retain in office for one (1) year after expiration, then destroy provided no legal actions are pending. 20. Inventories of products, materials, supplies: Description: Copies of any log containing inventory of office products, supplies, furniture, or other materials contained within the organization. Disposition: Retain in office until superseded, then destroy. 21. Litigation Files: Description: Copies of all legal documents and related materials concerning litigation to which ACOG is a party. 18
Disposition: Retain in office until two (2) years after exhaustion of all legal remedies, then transfer to electronic format for permanent preservation. 22. Mailing Lists/Contact Information/Membership Directories: Description: Materials used to create, maintain, and generate mailing lists, or to make contact with members or others associated with ACOG. Disposition: Retain in office until superseded, then destroy. 23. Open Meetings filings: Description: Copies of meeting notices filed with the Oklahoma County Clerk in accordance with the Open Meeting Law. Disposition: Retain in office until no longer required for administrative purposes, then destroy. 24. Open Records Act filings: Description: Copies of requests for information under provisions of the Oklahoma Open Records Act. Disposition: Retain in office until no longer required for administrative purposes, then destroy. 25. Policies and Procedures governing operation of ACOG: Description: Policies, procedures, and plans which govern the overall operation of ACOG. Disposition: Retain hard copy in office permanently, and maintain one copy in electronic format. 26. Program or Project files: Description: Files contain documents specific to a project or program under the direction of ACOG, or to which ACOG is a participant. Disposition: Retain in office for three (3) years, (unless a federal grant is involved, then retain for seven (7) years) then review and destroy all non-essential documents or items. Maintain file containing critical or important items in electronic format permanently. 27. Public Relations files: Description: Files consist of news releases and clippings, recordings of broadcast announcements, and any other public relations materials. 19
Disposition: Retain in office until no longer needed for administrative purposes then transfer to electronic format on a yearly basis for permanent preservation. 28. Real Property files: Description: File contains deeds, titles, inspection reports, loan agreements, promissory notes, and related records dealing with ownership of real property. Disposition: Retain in office until seven (7) years after final disposition of property, then destroy provided all audits have been completed and all applicable audit reports have been accepted, and provided no legal actions are pending. 29. RFP/RFQ, Responses, Contracts: Description: Copies (hard or electronic) of Request for Proposals or Request for Quotes, all responses/submissions received, interview notes, scoring sheets, correspondence, and contract with all attachments, and any other items or documents associated with a consultant or service procurement action by ACOG. Disposition: Retain in office three (3) years after submission deadline (unless based in whole or in part on a federal grant, then retain seven (7) years). Documents related to selected vendor, including contract and all attachments, shall be retained in office for seven (7) years after conclusion/completion of contract obligations, then destroy provided no legal actions are pending. 30. Risk Management Policies: Description: File contains correspondence and materials concerning policies, rules and regulations regarding risk management. Disposition: Retain in office until superseded, then destroy. 31. Telephone and Message Logs: Description: Telephone message slips or equivalent used as a written memorandum of calls received by employees who were unavailable at the time the call was received. Disposition: Retain in office until no longer required for administrative purposes, then destroy. 20