Records Retention & Destruction Policy

1. Purpose

The purpose of this policy is to establish standardized procedures for retaining, archiving, and securely disposing of organizational records. Proper recordkeeping ensures compliance with legal requirements, operational efficiency, and protection of sensitive information.

2. Scope

This policy applies to:

  • All records, regardless of format (electronic, paper, audio, video)
  • Full-time, part-time, and contract personnel
  • Operational volunteers responsible for record management
  • Supervisors and managers overseeing retention and destruction practices

3. Policy Statement

  • Records shall be retained only for as long as necessary to meet operational, legal, and regulatory requirements.
  • Sensitive information, including personal, juvenile, and victim data, must be securely stored and disposed of according to this policy.
  • Destruction of records must be conducted in a secure manner to prevent unauthorized access or disclosure.

4. Retention Timelines

A. General Operational Records

  • Routine operational reports: 5 years
  • After-Action Reports: 10 years
  • Staff training logs: 7 years
  • Internal policy documents: retain until superseded + 3 years

B. Sensitive or Protected Records

  • Personal identifiable information (PII): 7 years from last operational use
  • Juvenile-related records: retain until participant reaches age 25 or as legally required
  • Victim records: retain for 10 years or as legally required
  • Sealed, expunged, or legally restricted records: retain as legally mandated, do not destroy without legal authorization

C. Financial & Administrative Records

  • Payroll and tax records: 7 years
  • Contracts, agreements, and procurement documents: 7 years after expiration

5. Secure Storage

  • Electronic records must be stored on encrypted, access-controlled systems
  • Physical records must be stored in locked cabinets or secure rooms
  • Access is limited to authorized personnel on a need-to-know basis

6. Record Destruction Procedures

  • Electronic Records: Permanently delete files using secure wiping software
  • Physical Records: Shred or incinerate sensitive documents; ensure complete destruction
  • Documentation of Destruction: Maintain a destruction log including:
    • Record type
    • Date of destruction
    • Personnel performing destruction
    • Method of disposal
  • Records with potential legal or investigative value must not be destroyed without prior approval from executive leadership or legal counsel

7. Supervisor Responsibilities

  • Ensure personnel adhere to retention timelines and destruction protocols
  • Review records periodically for retention compliance
  • Approve destruction of sensitive or legally restricted records
  • Maintain destruction logs for auditing purposes

8. Training

  • All personnel involved in recordkeeping must receive training on retention timelines, storage, and secure disposal procedures
  • Refresher training shall occur annually or when policies are updated

9. Policy Review

  • This policy shall be reviewed annually to ensure compliance with legal requirements, operational needs, and best practices
  • Updates shall be documented and communicated to all personnel