Document Retention Policy

The Academy has adopted a document retention policy that provides for the orderly retention and destruction of documents. A copy of the policy is included below. Please familiarize yourself with the policy and take steps to ensure that you and other members working under your direction conform to the policy in dealing with Academy documents. Questions concerning the document retention policy may be addressed to the general counsel.
 

Academy Documents

Tax records To be retained for seven years
Insurance records Permanent
General ledger Permanent
Audit materials To be retained for seven years
Personnel files Permanent for the duration of employment, retained for five years after termination
Employment applications & resumes To be destroyed after position is filled; no resumes to be retained on file for potential openings
General files To be retained for three years after project that is subject of file is completed
Minutes Permanent
Contracts Permanent until superseded; retain for one year after termination date
Board & committee agenda materials To be retained for three years
Committee files To be retained for three years, except for documents related to pending projects
Public statements Permanent
Chronological file To be retained for three years
Discipline files Permanent
Publications Permanent until superseded
Drafts Except as otherwise provided, all drafts of documents should be destroyed as soon as the final document is completed. This applies to all documents produced by the Academy and its committees.
Qualification Standards Permanent until superseded
Code of Professional Conduct Permanent until superseded
Exposure drafts Permanent, with comments to be destroyed when final standard or code adopted
 
 

ASB Documents

Standards Permanent until superseded
Exposure drafts Permanent, with comments to be destroyed when final standard or code adopted
Correspondence To be retained for three years
Publications Permanent until superseded
Committee files All material related to adopted standards should be destroyed when the standard is adopted; material related to pending projects should be retained.
Drafts Except as otherwise provided, all drafts of documents should be destroyed as soon as the final document is completed.
 
 

ABCD Documents

Discipline files Permanent
Exposure drafts Permanent
Correspondence To be retained for three years
Publications Permanent until superseded
Committee files Materials should be retained for one year except as related to pending projects
Drafts Except as otherwise provided, all drafts of documents should be destroyed as soon as the final document is completed.
“One-copy rule” Only one file copy of each non-permanent document should be retained in the Academy office and only for the above-stated retention period.