ࡱ > { bjbjzz . B B B B B V V V V , V 2 y y y $ * B y y y y y B B ) ) ) y B B ) y ) ) ) | ) 0 2 ) z x z ) z B ) t y y ) y y y y y " y y y 2 y y y y z y y y y y y y y y : Family Health Partnership Clinic (FHPC) Records Retention and Destruction Policy The purpose of this policy is to ensure that necessary records and documents are adequately protected and maintained and to ensure that records that are no longer needed by FHPC or are of no value are discarded at the proper time. This policy is also for the purpose of aiding employees of the FHPC in understanding their obligations in retaining electronic documents including email, Web files text files, sound files, PDF documents and all Microsoft Office or other formatted files. General Information: 1. All records received by FHPC are the property of FHPC. No staff or board person has any personal or property right to the records even though he or she may have helped develop or compile the records. 2. The unauthorized destruction, removal or use of such records from the facility is prohibited. 3. No one may falsify or inappropriately alter information in any record or document. The information listed in the retention schedule below is intended as a guideline and may not contain all of the records that FHPC may be required to keep in the future. File CategoryItemRetention PeriodCorporate RecordsBy Laws and Articles of incorporationPermanentCorporate ResolutionsPermanentBoard and committee meeting agendas and minutesPermanentConflict of Interest Disclosure Forms4 yearsFinance and AdminAudited Financial StatementsPermanentAuditor management lettersPermanentPayroll recordsPermanentJournal entriesPermanentCheck Register and checks7 years & permanentBank deposits and statements7 yearsCharitable organization statements filed with Attorney General7 yearsChart of accounts7 yearsExpense reports7 yearsGeneral ledgers and journals (including bank reconciliations, fund accounting by month, payouts, allocations, trust statements)7 yearsAccounts payable ledger7 yearsInvestment performance reports7 yearsInvestment consultant reports7 yearsInvestment manager correspondence7 yearsEquipment files and maintenance records7 years after dispositionContracts and agreements7 years after all obligations are endedCorrespondence - general3 yearsInsurance RecordsPolicies occurrence typesPermanentPolicies claims madePermanentAccident reports7 yearsFire Inspection reports7 yearsOSHA reports7 yearsGroup disability records7 years after end of benefits File CategoryItemRetention PeriodReal EstateLeases (expired)7 years after all obligation endsMortgages/security agreements7 years after all obligation endsPurchase agreements7 years after disposition requirement TaxIRS Exemption determination and related correspondencePermanentIRS Form 990PermanentWithholding tax statements7 yearsCorrespondence with legal counsel or accountants not otherwise listed7 years after return is filedTimecards3 yearsCommunicationsPress ReleasesPermanentAnnual reportsPermanent (5 copies)Other publications7 yearsGrant RecordsOriginal grant proposal7 years after completion of funded program Grant agreements7 years after completion of funded programFinal grantee reports7 years after completion of funded programAll evidence of returned grant funds7 years after completion of funded programDocumentation relating to grantee evidence of invoices and matching or challenge grants that would support grantee compliance7 years after completion of funded programGrantee work produced with grant funds7 years after completion of funded program Consulting Services Consulting contracts filed 7 years after all obligations endHuman ResourcesEmployee personnel filesPermanent (currently held at Staff Management)Employee medical recordsPermanentEmployee handbooksPermanentWorkers comp claims (after settlement)7 yearsEmployee orientation and training materials7 years after use endsEmployee offer letter7 years after all obligation endsEmployment applications3 yearsIRS Form I-9 (store separate from personnel file)Greater of 1 year after service ends, or 3 yearsResumes1 yearTechnologySoftware licenses and support agreements7 years after all obligations endsGeneral Administration Correspondence chief executive and general7 yearsAppointment calendars chief executive 7 yearsPatient FilesMedical Records adult10 years after most recent encounterMedical Records - minor10 years after child reaches age of majority Patient Registration Forms 2 yearsPatient Proof of Income2 yearsRecord DestructionAny confidential records to be destroyed including medical records and confidential financial or employee documents will be shredded, incinerated or destroyed through a commercial document destruction firm. 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