Records Retention (PDF)
WHEREAS Article V, Section 6.3 of the Corporate Bylaws empowers the Board of Directors (“Board” or “Directors”) of the Recreation Centers of Sun City, Inc. (“RCSC” or “Corporation”) to adopt Policies (“BP” or “Policies”) not in conflict with the Restated Articles of Incorporation (“Articles”) or the Corporate Bylaws (“Bylaws”).
WHEREAS the Articles and Bylaws shall take precedence over Board Policies and the definitions in the Bylaws shall apply. The following Board Policy shall provide instruction, direction and guidelines regarding Record Retention and shall remain in effect until such time it is amended or removed by the Board.
NOW, THEREFORE BE IT RESOLVED the Corporation shall adhere to the following policy regarding Record Retention:
All documents originated by RCSC will have assigned retention times and shall be destroyed at the end of this time or as soon after as practically possible. Documents may be archived offsite in a secure facility, within sixty (60) miles of RCSC Corporate Offices. Draft documents and copies of original documents shall be destroyed at the end of their useful life, which shall be no longer than the retention schedule for the original document. All RCSC documents should have an origination date, which determines the beginning of the retention period. Any revision of a document must be noted and the retention period for the revised document will start at the revision date. These requirements apply to both paper and electronic records. Hard drive information may be deleted if either paper outputs are made or electronic storage media is used (i.e. DVD, CD, flash memory), archived, and kept for the required retention period.
Destruction of paper documents shall be completed either internally via RCSC shredding machines or externally via the utilization of a reputable, sensitive material processing facility. Destruction of electronic documents shall be by data deletion from hard disks and reformatting/destruction of removable disks. Before disposal of any computer hard disk that may contain RCSC records, it must be electronically erased by using Corporate approved software, or preferably, physically destroyed by a reputable sensitive material processing facility.
If non-RCSC parties and legal agents, such as Legal Counsel, financial institutions, auditors, etc., are holding RCSC documents requiring retention, the non-RCSC parties shall be made aware of this document retention policy.
The RCSC General Manager (GM), Assistant General Manager (AGM) and Director of Finance (DOF) shall have the responsibility to ensure that document management procedures are in place both at the on site and off site locations where retained documents are kept to assure that the policy’s intent of efficient document retrieval and effective document destruction is followed.
The RCSC Controller, Information Technology Manager, Support & Service Administrator and Corporate Exectutive Coordinator are the primary persons responsible for implementing this policy and must conduct an annual audit of one or more categories of records as requested and issue a written report of compliance to the GM, AGM and DOF. An audit may be initiated at any time by the GM, AGM or DOF to determine compliance with this policy.
The audit should include, as a minimum, a review that the correct documents are being retained, revisions are correct, and the document management procedures for efficient retrieval are in place. Documents not in compliance shall be scheduled for destruction as soon as practically possible.
An original document shall be defined as any final record of RCSC created in either a paper or electronic form by an employee of RCSC, the RCSC Board of Directors, RCSC Member committees, or by a legal agent of RCSC such as legal counsel, financial institutions or auditors. Documents created by companies or individuals performing other contractual service for RCSC shall not be defined as originated by RCSC.
Correspondence received by RCSC but not originating within RCSC will not be considered to be documents of RCSC. Operating manuals, third party policies and procedures, warranties, and all other documents not meeting the definition of a RCSC original document may be disposed at the end of their useful life.
Time periods may be extended for select documents by RCSC Senior Management or Board of Directors when a lawsuit is anticipated or in progress, a subpoena has been served, the Corporation has been informed that an investigation is underway or as required.
This policy is intended to comply with the legal requirements of the state of Arizona and the United States Government.
The following Retention Schedule shall be used:
| Type of Record | Retention Period |
| CORPORATE | |
| Articles of Incorporation (including amendments) | PERMANENT |
| Audit Reports – Financial & 401(k) | PERMANENT |
| Board Meeting Agendas, Motions, Documents | 7 YEARS |
| Board of Directors – Election Records | 7 YEARS |
| Board of Directors – List Names Served | PERMANENT |
| Board Policy Resolutions (including amendments) | PERMANENT |
| Bylaws (including amendments) | PERMANENT |
| Cardholder Disciplinary Hearings/Action | 7 YEARS |
| Committee Summaries | 7 YEARS |
| Conflict Disclosures | 7 YEARS after conflict has expired |
| Corporate Annual Reports | PERMANENT |
| Corporate Document Requests | 7 YEARS |
| Deeds, Property Parcel Records, Real Estate Purchases/Exchanges | PERMANENT |
| Facilities Agreements, Versions of | PERMANENT |
| Management Reports (when not part of minutes) | 7 YEARS |
| Minutes – Board Meetings | PERMANENT |
| Minutes – Executive Sessions | PERMANENT |
| Minutes – Investment Commission | 7 YEARS |
| Minutes – Membership Meetings | PERMANENT |
| Motions (when not part of minutes) | PERMANENT |
| Project and Bid Commission Approval Records | PERMANENT |
| Proxies | 7 YEARS |
| Tax Returns – Income | PERMANENT |
| Tradenames and Trademarks (registered) | PERMANENT |
| Video Recording of Annual Membership Meeting | 1 YEAR |
| Video Recordings of Board of Director Meetings | 90 DAYS |
| Video Recordings of Presentations Posted on Website | 1 YEAR |
| Water Rights, Arizona Department of Water Resources | PERMANENT |
| GENERAL | |
| Accident reports and claims | 7 YEARS After Accident/Settlement |
| Construction Records (including Drawings, Plans, Easements and Permits) | PERMANENT |
| Contracts | 7 YEARS After the Term |
| Fire Inspection and Safety Reports | 7 YEARS |
| Incident Reports | 7 YEARS |
| Insurance Claims | 7 YEARS After Settlement |
| Insurance Documents and Policies | 7 YEARS After the Term |
| Leases | 7 YEARS After the Term |
| Newsletters and Other Marketing Material | 7 YEARS |
| Other Agreements | 7 YEARS After the Term |
| Standard Operating Procedures, Training Manuals – Current | PERMANENT |
| CARDHOLDER SERVICES | |
| Certs – Golf | 3 YEARS |
| Collection Files – Closed | 3 YEARS |
| Facilities Agreement – Post Resale if not recorded | PERMANENT |
| Facilities Agreement – Post Resale if recorded | 1 YEAR |
| Membership Records | PERMANENT |
| Ownership Records | PERMANENT |
| Resale Packets – Aged 2 years | 3 YEARS |
| Transfer Files – Closed prior year | 3 YEARS |
| HUMAN RESOURCES | |
| 5500 | 7 YEARS |
| Background Checks – Pre Employment | 4 YEARS Post Separation |
| Benefit Election Forms | 4 YEARS Post Separation |
| Benefits Records – Expired Plans | 7 YEARS |
| Correspondence – Department of Labor | PERMANENT |
| Correspondence – Internal Revenue Service | PERMANENT |
| Drug Test Records | 4 YEARS Post Separation |
| EEO-1 Reports | PERMANENT |
| Employment Agreements | 7 YEARS Post Separation |
| FMLA Leave Records | 4 YEARS Post Separation |
| Health and Benefits Beneficiary Forms | 4 YEARS Post Separation |
| Health Care Continuation – COBRA | 4 YEARS Post Separation |
| Help Wanted Ads and Job Opening Notices | 2 YEARS |
| Hiring Records | 4 YEARS Post Separation |
| HR Policies | Current + 3 YEARS |
| I9 Form | 4 YEARS Post Date of Hire |
| New Hire Reports – State | 3 YEARS |
| OSHA 300/300A | 5 YEARS from Issue Date |
| Personnel Records – General – 401k Allocation, EAP, Conflict of Interest Statement, Disciplinary Records, Employment Application, Employee Development, Employee Change Action, Employee Review, Employee Policy Acknowledgements, Exit Interview, New Hire Action Form, Offer Letter, Resignation Letter, Termination Action Form | 4 YEARS Post Separation |
| Retirement Plan/401(k) Plan Information | PERMANENT |
| Safety Data – Occupational Injury and Illness Records | PERMANENT |
| USERRA Leave Records | PERMANENT |
| Workers’ Compensation Claim Detail | 7 YEARS |
| FINANCE & ACCOUNTING | |
| 1099 | 7 YEARS |
| Accounts Payable Records and Reports | 7 YEARS |
| Accounts Receivable Records & Reports | 7 YEARS |
| Asset Acquisition, Fixed Asset Records, Bills of Sale (invoices, cancelled checks, depreciation schedules) | PERMANENT |
| Bank Statements, Deposit Slips, Reconcilliations | 7 YEARS |
| Budgets | 7 YEARS |
| Cancelled Checks – Fixed Assets, Income Taxes | PERMANENT |
| Cancelled Checks – Payroll, payroll taxes, general | 7 YEARS |
| Capital Reserve Study – Current | PERMANENT |
| Chart of Accounts | PERMANENT |
| Correspondence – Department of Labor | PERMANENT |
| Correspondence – Internal Revenue Service/Taxing Authorities | PERMANENT |
| Debt Related Documents | 7 YEARS |
| Depreciation Schedules | PERMANENT |
| Electronic Payment Records | 7 YEARS |
| Employee Expense Reports | 7 YEARS |
| Financial Statements – Monthly | 7 YEARS |
| Financial Statements – Year End | PERMANENT |
| Freight Bills and Bills of Lading | 7 YEARS |
| General Ledger Detail | 7 YEARS |
| Inventory Records | 7 YEARS |
| Investment Account Statements and Confirmations | PERMANENT |
| Liquor Licenses, Layout of Facilities Licensed – Current | PERMANENT |
| Pay Records – Earnings Register, Paychecks/stubs, Forms W-4, Employee Withholding, Federal & State Payroll Tax Forms | 7 YEARS |
| Payroll Journal | 7 YEARS |
| Payroll Tax Returns includes Forms W-2 | PERMANENT |
| Property and Equipment Records and Invoices | 7 YEARS after disposal |
| Property Tax Records | 7 YEARS |
| Purchase Records including Purchase Orders | 7 YEARS |
| Statistics | 10 YEARS |
| Subsidiary Ledgers (accounts receivable, accounts payable, equipment) | 7 YEARS |
| Tax Documents Relating to Preparation of Tax Returns | 7 YEARS |
| Tax Returns – Payroll | 7 YEARS |
| Tax Returns – Sales & Use | PERMANENT |
| Time Cards/Time Sheets | 4 YEARS |
| Trail Balance – Year End | PERMANENT |
| Utility Records | 7 YEARS |
| Vendor Invoices | 7 YEARS |
| LEGAL and INSURANCE | |
| Accident Reports and Claims | 7 YEARS post Settlement |
| Court Filings and Pleadings | 7 YEARS |
| Insurance Policies – Current | PERMANENT |
| Insurance Policies – Expired | 7 YEARS |
| Legal Opinions | PERMANENT |
| Legal Recommendations | 7 YEARS |
| Litigation Records | PERMANENT |
BE IT FURTHER RESOLVED that a copy of this resolution shall be posted on the RCSC website for members and shall be made available to members upon request at no cost.
Adopted and signed this 25th day of June, 2020 at a duly called Board meeting by a majority (5) of the Recreation Centers of Sun City, Inc. Board of Directors.