Foundation Policies
RECORD RETENTION POLICY
Last updated January 23, 2026
RECORD RETENTION POLICY
Fishlanthropy Foundation, Inc.
(Ohio Nonprofit Corporation)
1. Purpose
Fishlanthropy Foundation, Inc. (“the Foundation”) is committed to maintaining accurate records in accordance with nonprofit best practices and applicable federal and state laws.
This policy establishes guidelines for the retention, storage, and destruction of organizational records.
2. Scope
This policy applies to all directors, officers, volunteers, contractors, and any individual handling Foundation records.
Records include physical and digital documents related to governance, finances, operations, donors, and programs.
3. General Principles
The Foundation will:
- Retain records for required legal and operational periods
- Protect confidential and sensitive information
- Ensure records are accessible for audits and compliance reviews
- Prevent unauthorized destruction or alteration of records
4. Retention Guidelines
The following minimum retention periods apply unless longer retention is required by law:
Permanent Records:
- Articles of Incorporation
- Bylaws and amendments
- IRS determination letters
- Board meeting minutes
- Board resolutions
- Annual reports
- Conflict of interest disclosures
Financial Records (7 years):
- Tax filings (Forms 990 and related schedules)
- Bank statements
- Financial statements
- Donation records
- Grant documentation
- Expense receipts
Operational Records (3–7 years):
- Contracts and agreements
- Vendor records
- Insurance policies
- Program documentation
Temporary Records:
- Routine correspondence
- Draft documents
- Non-essential internal communications
May be deleted when no longer operationally necessary.
5. Legal Holds
If the Foundation becomes aware of any litigation, audit, investigation, or legal proceeding, destruction of relevant records shall be immediately suspended.
6. Secure Storage
The Foundation will implement reasonable safeguards to protect records, including:
- Access controls
- Encrypted digital storage where applicable
- Restricted access to financial and personal data
7. Policy Administration
This policy is administered by the Board of Directors and may be amended by Board resolution.
8. Questions
Questions regarding this policy may be directed to:
Fishlanthropy Foundation, Inc.