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Contracts | Permanent until superseded; retain for one year after termination date |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Publications | Permanent until superseded |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Qualification Standards | Permanent until superseded |
Code of Professional Conduct | Permanent until superseded |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Standards | Permanent until superseded |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Publications | Permanent until superseded |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. |
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