Escolar Documentos
Profissional Documentos
Cultura Documentos
Retention
Period
Instructions
Responsibility
Articles of
Incorporation
Permanent
ACCA President
By Laws
Permanent
Board Meeting
Minutes (includes
CDC Board minutes
and ACCA
Committee Reports)
Annual Report
(includes Committee
& Programs annual
reports)
Newsletters
Permanent
Secretary/
Development
Committee Chair
Permanent if
ACCA/CDC is
a Party.
Temporary Hold 1 year
after legal
matter
resolved.
Corporate
Records
Permanent
Permanent
ACCA President,
Recording
Secretary
Secretary
Editors / CDC
Director
10-5
Type of Record
important electronic
records, i.e. emails
etc.)
ACCA and CDC
Priorities/ Strategic
Plans
ACCA Committees
and Programs
(except
Development &
Scholarship
committees)
Development
Committee(s) Grant applications,
Approvals,
Notifications,
Reports, Contracts.
ACCA Ruffing
Scholarship
Committee
General
Correspondence with
customers/vendors
Annual Directory
(January Edition)
Retention
Period
Instructions
Permanent
5 years
Committee Chairs
& CDC Director
Permanent/
Temporary
Committee Chair
Treasurer
3 Years
1 year
Permanent
Responsibility
Committee Chairs
and Program
Chairs
All
ACCA Computer
Coordinator
Financial
Records
Audits
Permanent
Financial Statements
(Annual Corporate
Reports)
Permanent
Treasurer
10-6
Type of Record
Retention
Period
Instructions
Responsibility
7 years
Check
Registers/books
(includes cancelled
checks, bank deposit
slips, petty cash
records)
Receipts &
expenditures
7 years
Tax Records
(Includes Tax
exemption State, IRS
filings and
approvals)
ACCA Mortgages,
Leases, Deeds,
Contracts, and Bills
of sale
Insurance Policies Property, Health,
Liability, Worker's
Compensation.
Insurance Claims,
Accident Reports
Permanent
7 Years
Treasurer / CDC
Accounts
Manager
Permanent
Inventory Records
(products, materials,
supplies)
3 years
Fixed Assets
Inventory (includes
vehicles and
equipment).
7 years
7 years
7 Years
Treasurer / CDC
Accounts
Manager
Treasurer & CDC
Accounts
Manager
Treasurer & CDC
Accounts
Manager
10-7
Type of Record
Retention
Period
Instructions
Responsibility
Donations in Kind
3 years
Committee Chairs
/ CDC Director
Invoices
7 years
Investment Records
7 years
CDC Director
CDC Accounts
Manager
CDC
CDC Board Policies
& Resolutions
Permanent
Permanent
Disaster Recovery
Plan
3 years
Payroll Records,
includes payroll
register, payroll tax
witholding, earnings
records, payroll tax
returns, W-2
Statements.
Time Cards/Sheets
7 years
U.S. Dept. of
Agriculture Agreement, Annual
Memoranda of
Agreement
Permanent/ 5
years
3 years
CDC Director
CDC Director
CDC Accounts
Manager
CDC Operations
Manager/ CDC
Accounts
Manager
10-8
Type of Record
Retention
Period
Instructions
Responsibility
Permanent/ 5
years
CDC Operations
Manager/ CDC
Accounts
Manager
Permanent/ 5
years
Fairfax County
Child Care Subsidy
Program Agreement, annual
MOA
Permanent /5
years
2 years
1 year
CDC Operations
Manager
1 year
CDC Operations
Manager
Hold 7 years
after
termination/reti
rement
CDC Director
CDC Operations
Manager / CDC
Accounts
Manager
CDC Operations
Manager/ CDC
Accounts
Manager
CDC Operations
Manager
Personnel
Records
Employee Files
(includes all
materials regarding
an employee.)
10-9
Type of Record
Retention
Period
Instructions
Responsibility
Job Description
Policy (Includes job
descriptions)
Advertisements for
openings,
applications,
resumes. (Not Hired)
3 years
1 year
CDC Director /
CDC Operations
Manager
CDC Operations
Manager
Education
Records
Pupil Records
(includes all records
regarding a pupil.)
5 years after
withdrawal
Tuition
7 years
CDC Accounts
Manager
10-10