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ARMA
Nebraska, Chapter Retention Schedule
RECORDS RETENTION
SCHEDULE
ARMA Nebraska Chapter
RECORDS SERIES
RETENTION PERIOD
PRESIDENT:
Chapter Operations
Manual......................................... Retain until
superseded
Proclamations..............................................................
Life of the Chapter
IMMEDIATE PAST PRESIDENT:
Awards:
Chapter Awards
Received........................................... Life of
the Chapter
Awards Given
(Photocopy)......................................... Life of
the Chapter
VICE-PRESIDENT:
Spring Seminar
Materials............................................. Life
of the Chapter
(3 Copies Brochure & 1 Seminar Binder)
SECRETARY:
Agenda,
Meeting.........................................................
Life of the Chapter
Certificates of
Destruction............................................
Retain 10 yrs, then destroy
Contracts....................................................................
Retain 6 yrs after contract
expires
Correspondence..........................................................
Retain 3 yrs, then destroy
Minutes.......................................................................
Life of the Chapter
(Monthly Board Meetings, Planning Retreats,
& Special Meetings)
Nonprofit Corporation Biennial
Report......................... Retain 6 yrs, then destroy
TREASURER:
Audit Reports and Work
Papers.................................. Retain 6 yrs, then
destroy
Bank
Statements..........................................................
Retain 6 yrs, then destroy
Budget
Information......................................................
Retain 6 yrs, then destroy
Checks,
Cancelled.......................................................
Retain 6 yrs, then destroy
Deposit
Slips...............................................................
Retain 6 yrs, then destroy
Disbursements.............................................................
Retain 6 yrs, then destroy
Invoices
(Paid)............................................................
Retain 6 yrs after
termination of contract,
then destroy
Receipts......................................................................
Retain 6 yrs, then destroy
Treasurer
Reports........................................................
Retain 6 yrs, then destroy
Chapter Financial Information
Form............................. Retain 6 yrs, then destroy
(Group Return Form 990)
LIBRARY/ARCHIVES:
Articles of
Incorporation..............................................
Life of the Chapter
By-Laws.....................................................................
Life of the Chapter
Charter........................................................................Life
of the Chapter
Constitution.................................................................
Life of the Chapter
Library Holdings
Index................................................ Retain
until superseded,
then destroy
MEMBERSHIP:
Monthly Membership
Report....................................... Life of the
Chapter
Membership Mail and E-Mail
List................................ Retain until
superseded,
then destroy
PROGRAMS:
Monthly Program
Information...................................... Retain 1
copy for Life of
the Chapter
WEBMASTER:
Website.......................................................................
Back up all information
monthly through three
methods: Printed format,
write to CD-ROM and
save on the main hard
drive of the host server
for access. Retain for
the life of the Chapter.
Review annually for
media obsolescence.
Newsletters (3
copies).................................................
Life of the Chapter
PUBLIC RELATIONS:
Photographs................................................................
Destroy at Board of
Directors discretion
Press
Releases..............................................................
Retain 5 Yrs, then destroy
APPROVAL:
Donna Haberstich
6/16/03
President Date
Cynthia
Hume
6/16/03
Secretary Date
Bill Ptacek
6/16/03
Treasurer Date
Adopted 6/16/03
Webmaster:
Bill Lang
Chapter Address:
Nebraska ARMA Chapter
c/o Jacque Hornung, Treasurer
Ameritas Life Insurance Corp.
5900 'O' Street
PO Box 81889
Lincoln, NE 68510
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