Retention of Club Records Guidelines
Frequently, clubs ask World Headquarters how long they should keep certain financial and administrative records. Following is a list of items and the minimum length of time they should be kept as part of club records.
Depending on your club’s individual needs, you may add items to this list. Your club should have a procedure in place to pass records from one administration to the next. Be sure to include a review of these records as part of your club’s audit.
Financial Records |
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| Internal audit reports |
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Seven years |
| Bank statements |
|
Seven years |
| Returned cancelled checks |
|
Seven years |
| Cash receipts and cash disbursements |
|
Seven years |
| Check register and receipts |
|
Seven years |
Administrative Records |
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| Routine correspondence |
|
One to three years |
| Legal and controversial correspondence |
|
Permanently |
| Internal reports, including officer and committee reports |
|
Three years |
Membership rosters
(Clubs may choose to keep membership rosters permanently for historical purposes.) |
|
Four years |
| Minute books |
|
Permanently |
Governance Records |
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| Articles of Incorporation and Bylaws of Toastmasters International (Item 210) |
|
Permanently |
| Club Constitution and Standard Club Bylaws (Item 210C) |
|
Permanently |
| Club Procedures and Standing Rules |
|
Permanently |
Other Records |
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| Charter papers, including roster of charter members |
|
Permanently |
| Club Charter Member Certificate (Item 503) |
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Permanently |