Retaining Records

Below is a list outlining how long clubs should keep financial and administrative records. Depending on your club's 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.

Governance and Charter Records: Permanently

(Includes Articles of Incorporation and Bylaws, Club Constitution, Club Procedures and Standing Rules, charter papers, etc.)

Legal and Controversial Correspondence: Permanently

Minute Books and Membership Rosters: Permanently

Financial Records: 7 years
(Includes internal audit reports, bank statements, cancelled checks, receipts and disbursements, etc.)

Administrative Records: 3-4 years
(Includes routine correspondence, internal reports, etc.)

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