Skip to main content


Record Retention Policy

POLICY 1.25                      RECORD RETENTION POLICY


Tri-County Humane Society takes seriously its obligations to preserve information relating to litigation, audits, and investigations.

The information listed in the retention schedule below is intended as a guideline and may not contain all the records Tri-County Humane Society may be required to keep in the future.  Questions regarding the retention of documents not listed in this chart should be directed to the Executive Director.

From time to time, the Executive Director may issue a notice, known as a “legal hold,” suspending the destruction of records due to pending, threatened, or otherwise reasonably foreseeable litigation, audits, government investigations, or similar proceedings. No records specified in any legal hold may be destroyed, even if the scheduled destruction date has passed, until the legal hold is withdrawn in writing by the Executive Director.


Corporate Records

Bylaws and Articles of Incorporation



Corporate resolutions



Board and committee meeting agendas and minutes



Conflict-of-interest disclosure forms

4 years

Finance and Administration

Financial statements (audited)

7 years


Auditor management letters

7 years


Payroll records

7 years


Check register and checks

7 years


Bank deposits and statements

7 years


Chart of accounts

7 years


General ledgers and journals (includes bank reconciliations)

7 years


Investment performance reports

7 years


Equipment files and maintenance records

7 years after disposition


Contracts and agreements

7 years after all obligations end


Correspondence — general

3 years


Insurance Records

Policies — occurrence type


Policies — claims-made type



Accident reports

7 years


Safety (OSHA) reports

7 years


Claims (after settlement)

7 years


Group disability records

7 years after end of benefits


Real Estate



Leases (expired)

7 years after all obligations end


Mortgages, security agreements

7 years after all obligations end



IRS exemption determination and related correspondence



IRS Form 990s

7 years


Charitable Organizations Registration Statements (filed with Minnesota Attorney General)

7 years


Human Resources

Employee personnel files



Retirement plan benefits (plan descriptions, plan documents)



Employee handbooks



Workers comp claims (after settlement)

7 years


Employee orientation and training materials

7 years after use ends


Employment applications

3 years


IRS Form I-9 (store separate from personnel file)

Greater of 1 year after end of service, or three years


Withholding tax statements

7 years



3 years


Benefits Documents

7 years  



Software licenses and support agreements

7 years after all obligations end


1.     Electronic Documents and Records.

Electronic documents will be retained as if they were paper documents.  Therefore, any electronic files that fall into one of the document types on the above schedule will be maintained for the appropriate amount of time. If a user has sufficient reason to keep an e-mail message, the message should be printed in hard copy and kept in the appropriate file or moved to an “archive” computer file folder. Backup and recovery methods will be tested on a regular basis.

2.     Emergency Planning.

Tri-County Humane Society’s records will be stored in a safe, secure, and accessible manner. Documents and financial files that are essential to keeping Tri-County Humane Society operating in an emergency will be duplicated or backed up at least every week and maintained off-site.

3.     Document Destruction.

The Executive Director is responsible for the ongoing process of identifying its records, which have met the required retention period, and overseeing their destruction.  Destruction of financial and personnel-related documents will be accomplished by shredding.

Document destruction will be suspended immediately, upon any indication of an official investigation or when a lawsuit is filed or appears imminent. Destruction will be reinstated upon conclusion of the investigation.

4.     Compliance.

Failure on the part of employees to follow this policy can result in possible civil and criminal sanctions against Tri-County Humane Society and its employees and possible disciplinary action against responsible individuals. The Executive Director and Board Chair will periodically review these procedures with legal counsel or Tri-County Humane Society’s certified public accountant to ensure that they are in compliance with new or revised regulations.


Approved March 25, 201

2022 Facts:

  • Animals Fostered


  • Animals Placed


  • Number of Animals Transferred In


  • Total Surgeries


© 2023 Tri-County Humane Society

Powered by Firespring