Document and Retention Plan

Document Retention and Destruction Plan
Strengthening Opportunities Actions Resources, Inc. (SOAR, Inc.)

Effective Date: March 1, 2018

Introduction
Strengthening Opportunities Actions Resources, Inc. (SOAR, Inc.) is committed to maintaining the integrity and confidentiality of its records while ensuring compliance with applicable laws and regulations. This Document Retention and Destruction Plan outlines the procedures for retaining and destroying documents in a manner that protects sensitive information and promotes efficient record management.

Purpose
The purpose of this plan is to establish clear guidelines for the retention and destruction of documents and records created or received by SOAR, Inc. This policy aims to ensure that records are maintained for appropriate periods, comply with legal requirements, and minimize risks associated with information overload and unauthorized access.

Scope
This plan applies to all employees, volunteers, and board members of SOAR, Inc. It encompasses all forms of records, including but not limited to:
– Paper documents
– Electronic files
– Emails
– Financial records
– Grant applications and reports
– Meeting minutes
– Personnel files

Retention Schedule
SOAR, Inc. has established the following retention periods for various categories of documents:

| Document Type | Retention Period |
|————————————-|——————————|
| Financial Records | 7 years |
| Grant Applications and Reports | 7 years after final report |
| Meeting Minutes | Permanently |
| Personnel Files | 7 years after termination |
| Contracts and Agreements | 7 years after expiration |
| Emails related to significant decisions | 3 years |
| General Correspondence | 3 years |

Note: Retention periods may be extended if there is an ongoing or anticipated investigation or audit.

Document Destruction
– Methods of Destruction
When the retention period for a document has expired, SOAR, Inc. will ensure that documents are destroyed in a secure manner to protect sensitive information. The following methods will be employed:
– Paper Documents: Shredding or incineration
– Electronic Files: Permanent deletion through secure software that ensures data cannot be recovered
– Emails: Deletion from all email systems and servers

– Responsibility for Destruction
The Executive Director or designated staff member will oversee the destruction process and ensure that all destroyed documents are logged and documented for accountability.

Confidentiality and Security
SOAR, Inc. is committed to protecting the confidentiality of sensitive information contained in its records. All staff members are required to adhere to this Document Retention and Destruction Plan and to treat all records with the utmost care. Access to confidential documents will be restricted to authorized personnel only.

Compliance with Laws

SOAR, Inc. will remain compliant with all applicable federal, state, and local laws regarding document retention and destruction. This plan will be reviewed periodically to ensure compliance with any changes in legislation or best practices.

Policy Review

This Document Retention and Destruction Plan will be reviewed annually or as needed to ensure its effectiveness and relevance. Any amendments or updates will be communicated to all staff members and stakeholders.

Contact Information
For questions or concerns regarding this Document Retention and Destruction Plan, please contact:
Strengthening Opportunities Actions Resources, Inc.
7923 68 Avenue
Middle Village, New York 11379
Email: [email protected] (mailto:[email protected])
Phone: 1 (917) 215-6826

Thank you for your commitment to maintaining the integrity and confidentiality of SOAR, Inc.’s records. Together, we can ensure effective and responsible management of our organizational documents.