Record Retention Policy

Subject: Record Retention

Date approved by Board of Governors: 04/26/11

Policy

The records of the IIA Oklahoma City Chapter shall be retained for the periods and by the Officers/Committees indicated below:

Minimum Retention Period Record Officer/Committee

Permanent Federal Employer Identification Treasurer Number

Permanent Copy of Certificate of President Incorporation and Articles of Incorporation

Permanent Bylaws President

Permanent Chapter Policies President/Policy

Permanent Speaker Database First Vice President/ Speaker’s Bureau

Permanent Location Database Facilities

Permanent Minutes of the Board of Secretary Governors and annual meetings

Permanent Chapter Manual Secretary

Permanent Newspaper clippings on chapter Historian

Six years Annual financial statements Treasurer

Six years Annual financial records and Treasurer supporting data

Six years Annual Audit Report Treasurer/Audit

Three years Records of activities relating Committee Specific specifically to their assignment

Three years Chapter Newsletter Secretary Subject: Record Retention

Date approved by Board of Governors: 04/26/11

Policy

Minimum Retention Period Record Officer/Committee Three years Program and seminar notices Secretary

Three to five years or as Attendance sign-in forms/Roster Attendance required by the OK Board of Accountancy

Three years Chapter Achievement Reports President

One year following Chapter seminar material Second Vice President completion of all seminar matters.

One year Required Reporting Forms President

One year Monthly financial reports Treasurer

One year Meeting and seminar Finance reconciliations

One year List of membership prospects Membership

One year List of former chapter members Membership

One year Survey and CPE certificates Survey

One year Correspondence with international All Officers and office, regional and district officers Committees and other individuals