ACC, with the assistance of Jordan Lawrence and chapter volunteers, developed the following record retention policy that should guide your operations. To assist you with implementing this policy, ACC offers technology that allows you to post electronic documents online via SharePoint, an online shared workspace. Taking advantage of the workspace protects you from the exposure associated with maintaining records in an email account. We encourage you to request a SharePoint account or maintain a hard copy of the documents below, so that you can continue to operate regardless of the turnover in chapter administrators or any system issues that may arise.
| Record Type Category | Description of Records | Retention Period |
|---|---|---|
| Board Meeting Materials | Minutes, supporting materials and handouts | Permanent |
| Organizing Documents | Bylaws | Permanent |
| Correspondence | Letters from sponsors, e-mails and letters from members, letters from ACC and solicitations. | 1 year from the date of correspondence |
| Financial Records | Monthly reports to Treasurer, P&L for specific program, credit card charges and bank statements | 7 years from the date of the record |
| MCLE Signups | Record of attendee for credit and possible audit | 5 years from the date of the event |
| Program Documentation | Final versions of all programs, evaluation forms, attendance records, marketing materials, etc. | 5 years from the date of the event |
