AMERICAN SOCIETY OF CIVIL ENGINEERS
IOWA SECTION
RECORD RETENTION POLICY
Objective The objective of this Record Retention Policy for the American Society of Civil Engineers (the Society) is two-fold. 1.) First, the policy establishes a program to ensure that all records, including papers, files and other print or electronic data maintained by the Section, are retained for at least the minimum period required by state and federal laws and regulations, as set forth below. 2.) Second, the policy establishes a program to ensure that obsolete records are destroyed in a routine and orderly manner. This will minimize storage requirements as well as transfer costs due to changes in Section personnel.
Unusual Circumstances Records not otherwise subject to retention may need to be retained because of unusual circumstances, such as pending or threatened litigation or government investigation. Destruction of records must be stopped immediately upon anticipation or receipt of service of legal process for which such records may be relevant. If for any reason the Section finds that an unusual circumstance exists, the Section will notify ASCE’s General Counsel immediately.
Implementation The Secretary of the Iowa Section shall be responsible for maintaining and disposing of the Section’s records in accordance with the timelines established herein. Upon expiration of the Secretary’s term, he/she shall take whatever actions are appropriate to ensure a smooth transfer of Section records to his/her successor in office.
Retention Schedule The following list is intended to provide guidance as to the types of records required to be retained by the Iowa Section and the duration for their retention. As legal requirements for document retention may vary from time to time, this schedule is subject to amendment based on the advice of recommendations of ASCE’s legal counsel.
RECORD RETENTION SCHEDULE (as applicable)
Legend: Y = years; P = permanent
1) ACCOUNTING, FINANCE, & PAYROLL
Annual fiscal report to ASCE 2Y
Budgets 2Y
Financial statements 7Y
Accounts receivable 7Y Audits 7Y
Bank statements, checks 7Y
Bills & invoices submitted 7Y
State tax filings 15Y
2) CONFERENCES & CONTINUING EDUCATION
Conference materials (programs, handouts, brochures) 5Y
Registration files 5Y Contracts 7Y after completed
Financial reports 7Y
3) CORPORATE/LEGAL ACTIVITIES
Board minutes P
Constitution & Bylaws P
Tax exemption records P
Insurance policies P
Contracts 7Y after completed
Lawsuit records/litigation 7Y after completed
Procedure manuals Current
4) HISTORICAL DATA (recommended)
Committee minutes & agendas P
Committee rosters 11Y
5) PERSONAL/HUMAN RESOURCES (as applicable)
Employee benefit documents (plans, contributions, claims) P
Employee/personnel files (appraisals, actions) P
Payroll records 7Y
Applicant records (resumes, etc.; not hired) 1Y
I-9 forms 3Y
6) PUBLICATIONS
Newsletters, e-News, etc. 2Y
Advertising records, invoices 5Y
7) OTHER RECORDS
General correspondence 3Y
Other records relating to professional activities 3Y