Accident reports 7 7 years Fire inspection reports 7 years 7 years disability records 7 years after end of benefits 7 Safety (OSHA) reports (if applicable) Permanent 7 years Claims (after settlement) 7 years 7 years Investment performance reports 7 years 7 years Investment manager correspondence 7 7 years Investment manager contracts 7 after all obligations end Same as legal requirement Investment consultant reports 7 years 7 years Journal entries 7 years 7 years Payroll records 3 years Permanent Real estate Deeds Permanent Permanent Leases (expired) 7 years after all obligations end Same as legal requirement Mortgages, security agreements 7 years after all obligations end Same as legal requirement Purchase agreements 7 years after disposition of property Same as requirement Tax Correspondence with legal counsel or accountants, not otherwise listed 7 years after return is filed Same as legal requirement IRS exemption determination & related correspondence Permanent Permanent Tax audit closing letters Permanent Permanent Tax returns Permanent Permanent Timecards 3 years 3 years Withholding tax statements 7 years 7 years Development Fund agreements (signed) Permanent Permanent Fund correspondence relating to terms of the fund Permanent Permanent Gift acknowledgments 7 years 7 years Gift solicitations 7 years after final distribution of funds received in response to solicitation Same as legal requirement Trust agreements 7 years after termination of trust Permanent Trust correspondence 7 years after termination of trust Permanent Communications Annual reports 7 years Permanent (5 copies) Other publications 7 years Permanent (2 copies) Photos 7 years Permanent Press clippings n/a Permanent Press releases 7 years Permanent Research reports/surveys n/a 5 years
Year-end reports n/a 10 Program / Grantmaking Approved grants – all documentation supporting grant payment, including application/recommendation, due diligence, grant agreement letters, and grant transmittal letters. 7 years after completion of funded program, or date of grant if general operating support Same as legal requirement Approved grants – post grant reporting information, outcome analysis. Permanent Permanent Records from advisory committee, including minutes, if any and lists of grants recommended for approval. 7 years 7 years Scholarship grant records, including applications if CCF participates in selection decisions 7 years 7 years Declined/withdrawn grant applications 3 years 3 CCF funding requests (denied) 3 years 3 years CCF funding requests, correspondence and reports (funding received) 7 years after completion of program Same as legal requirement Philanthropic Consulting Services Consulting contracts 7 after all obligations end Same as legal requirement Human Resources Benefits: retirement plans (plan descriptions, plan documents) Permanent Permanent Consultant contracts/files (expired) 7 years after all obligations end Same as legal requirement Contracts with employees 7 years after all obligations end Same as legal requirement Disability & sick-benefit records 7 years after claim date Permanent Employment applications 3 years 3 years Employee handbooks Permanent Permanent Employee orientation & training materials 7 years after use ends Same as legal requirement Employee personnel files Permanent Permanent Resumes 3 years 3 years Workers comp claims (after settlement) 7 years 7 Technology Software licenses & support agreements 7 years after all obligations end Same as legal requirement Library Annual reports for other foundations n/a 2 years Directories n/a 2 years Periodicals n/a 2 years