STUDENT BAR ASSOCIATION
DOCUMENT RETENTION POLICY
1. PURPOSE:
The purpose of this Record Retention and Destruction Policy (“The Policy”) is to ensure that
the Student Bar Association (SBA) retains its official records in accordance with the
requirements of all applicable laws and to ensure that official records no longer needed by
SBA are discarded at the proper time. This Policy provides guidelines concerning the length
of time official records should be retained under ordinary business circumstances, as well as
the steps that SBA should take in the event of any pending or imminent government (federal,
state or local) investigation, audit or proceeding, or any civil or criminal lawsuit involving
SBA.
2. POLICY:
This Policy represents SBA’s formal policy regarding the retention and disposal of
documents and official records related to and generated in the course of SBA’s operations.
3. COVERED RECORDS:
This Policy applies to all official records generated in the course of SBA’s operations,
including but not limited to:
• Typed, or printed hardcopy (i.e., paper) documents;
• Electronic records and documents (e.g., email, Web files, text files, PDF files);
• Video or digital images; and
• Electronically stored information contained on network servers and/or document
management systems.
4. ADMINISTRATION:
a. Record Retention Schedule: At the end of this Policy is a Record Retention Schedule that
is approved as the maintenance, retention and disposal schedule for official records of
SBA. The President shall be the Records Administrator (“Administrator”) in charge of
administering this Policy and implementing reasonable processes and procedures
concerning the Record Retention Schedule.
b. Authority and Responsibility of the Administrator: The Administrator shall be authorized
to: (a) make modifications to the Record Retention Schedule from time to time to ensure
that this Policy complies with local, state and federal laws and includes the appropriate
document and record categories for SBA; (b) monitor local, state and federal laws
affecting record retention; (c) monitor compliance with this Policy; and (d) annually
review the record retention and disposal program and shall apprise the Executive Board
of any changes in laws relating to SBA’s record retention and disposal program.
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5. RECORD STORAGE PROCEDURES:
a. Organization of Records: In order to facilitate administration of this Policy, where
practicable, SBA’s official records should generally be organized and stored according to
general categories in a manner that best facilitates the efficient administration of the
organization’s operations where appropriate. Records within each category should
generally be organized and stored in chronological order or by time period (e.g., by
month or year).
b. Dating of Records: Categories of records not required to be retained on a permanent basis
(according to the Record Retention Schedule) should be maintained by date or
conspicuously dated to enable such records to be easily identified for destruction at the
end of the record retention period specified in the Record Retention Schedule.
c. Confidentiality of Records: Records containing confidential information should be
labeled and/or stored in a manner to limit access to SBA members and advisors.
d. Electronic Storage System: The Administrator is authorized to develop and implement a
system for maintaining SBA’s records via an electronic storage system that either images
hardcopy records or transfers computerized records to electronic storage media (e.g., hard
drives or storage area networks). Any electronic storage system shall also comply with
the requirements of Revenue Procedure 97-22, 1997-1 CB 652, or any later revenue
procedure that alters or supersedes it, or any future Internal Revenue Service rules or
regulations applicable to electronic storage records.
6. DOCUMENT DESTRUCTION PROCEDURES:
Once records have been retained for the applicable period set forth in the Record Retention
Schedule, they should be prepared for destruction in the manner prescribed by the
Administrator, unless the Administrator has suspended the destruction of any records in
accordance with Section 7. The Records Administrator shall develop procedures for
destroying categories of records that are not listed in the Record Retention Schedule at times
and in an effective manner that best facilitates the efficient administration of SBA’s
operations. All paper documents destroyed pursuant to this Policy shall be cut by mechanical
shredder. Electronic data contained on servers and hard drives shall be deleted and
overwritten.
7. SUSPENSION OF RECORD DISPOSAL IN EVENT OF LITIGATION OR CLAIMS:
In the event that any member or advisor of SBA reasonably anticipates or becomes aware of
a governmental investigation or audit concerning SBA or the commencement of any
litigation against or concerning SBA, such member shall inform the Administrator and any
further disposal of documents shall be suspended until such time as the Administrator, with
the advice of the Faculty Advisor and the law school administration determines otherwise.
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8. CONFIDENTIALITY AND OWNERSHIP:
All records are the property of SBA, and members are expected to hold all business records
in confidence and to treat them as assets of SBA. Records must be safeguarded and may be
disclosed to parties outside of SBA only upon proper authorization. Any subpoena, court
order or other request for documents received by members, or questions regarding the release
of SBA’s records, must be directed to the Administrator prior to the release of such records.
Any records of SBA in possession of a member must be submitted to the Administrator not
more than 45 days after the end of the spring semester.
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RECORD RETENTION SCHEDULE
Record Type
Articles of Incorporation
Retention Period
Permanent
Constitution and Amendments
Permanent
Bylaws (if adopted) and Amendments
Permanent
Conflict of Interest Policy
Permanent
Document Retention Policy
Permanent
IRS Application for Tax-Exempt Status
Permanent
IRS Determination Letter
Permanent
General Ledger
Permanent
Tax Returns
Permanent
IRS or Other Government Audit Records
Permanent
Executive Board Meeting Minutes
3 years
General Body Meeting Minutes
5 years
Correspondence (general)
3 years
Contracts and Related Correspondence
(including any proposal that resulted in the
contract and all other supportive
documentation)
5 years after expiration
Bank Statements (including related
cancelled checks, bank credits and debits)
5 years
Vendor Invoices (including supporting
documentation)
5 years
Bank Deposit Slips
5 years
Bank Statements and Reconciliation
5 years
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