Sports Talk Line Record Retention and Destruction Policy

Sports Talk Line LLC follows the EU data deletion protocol. User data can be fully deleted from your account profile with no interaction from us.

Purpose

The purpose of this Policy is to ensure that necessary records and documents are adequately protected and maintained and to ensure that records that are no longer needed by Sports Talk Line LLC or are of no value are discarded at the proper time. This Policy is also for the purpose of aiding employees of Sports Talk Line LLC in understanding their obligations in retaining electronic documents including e-mail, Web files, text files, sound and movie files, PDF documents, and all Microsoft Office or other formatted files.

Policy

This Policy represents the Sports Talk Line LLC’s policy regarding the retention and disposal of records and the retention and disposal of electronic documents.

Administration

Attached as Appendix A is a Record Retention Schedule that is approved as the initial maintenance, retention, and disposal schedule for physical records of Sports Talk Line LLC and the retention and disposal of electronic documents. The CEO Kataline Van Over is the officer in charge of the administration of this Policy and the implementation of processes and procedures to ensure that the Record Retention Schedule is followed. The Administrator is also authorized to make modifications to the Record Retention Schedule from time to time to ensure that it is in compliance with local, state, and federal laws and includes the appropriate document and record categories for Sports Talk Line LLC; monitor local, state, and federal laws affecting record retention; annually review the record retention and disposal program, and monitor compliance with this Policy

Suspension of Record Disposal In Event of Litigation or Claims

In the event Sports Talk Line LLC is served with any subpoena or request for documents or any employee becomes aware of a governmental investigation or audit concerning Sports Talk Line LLC or the commencement of any litigation against or concerning Sports Talk Line LLC, such employee shall inform the Administrator and any further disposal of documents shall be suspended until shall time as the Administrator, with the advice of counsel, determines otherwise. The Administrator shall take such steps as is necessary to promptly inform all staff of any suspension in the further disposal of documents.

Applicability

This Policy applies to all physical records generated in the course of Sports Talk Line LLC’s operation, including both original documents and reproductions. It also applies to the electronic documents described above.
This Policy was approved by the Board of Directors of Sports Talk Line LLC.

APPENDIX A – RECORD RETENTION SCHEDULE

The Record Retention Schedule is organized as follows:

SECTION TOPIC

  • A. Accounting and Finance
  • B. Contracts
  • C. Corporate Records
  • D. Correspondence and Internal Memoranda
  • E. Electronic Documents
  • F. Grant Records
  • G. Insurance Records
  • H. Legal Files and Papers
  • I. Miscellaneous
  • J. Payroll Documents
  • K. Pension Documents
  • L. Personnel Records
  • M. Property Records
  • N. Tax Records
  • O. Contribution Records
  • P. Programs & Services Records
  • Q. Fiscal Sponsor Project Records

ACCOUNTING AND FINANCE

Record Type Retention Period
Accounts Payable ledgers and schedules 7 years
Accounts Receivable ledgers and schedules 7 years
Annual Audit Reports and Financial Statements Permanent
Annual Audit Records, including work papers and other
documents that relate to the audit 7 years after . completion of audit
Annual Plans and Budgets 2 years
Bank Statements and Canceled Checks 7 years

Employee Expense Reports 7 years
General Ledgers Permanent
Interim Financial Statements 7 years
Notes Receivable ledgers and schedules 7 years
Investment Records 7 years after sale of investment
Credit card records (documents showing
customer credit card number) 2 years

Credit card record retention and destruction
A credit card may be used to pay for the following Sports Talk Line LLC’ products and services:
Publications, Donations, Dues, etc.
All records showing customer credit card numbers must be encrypted and not stored in an open area.

CONTRACTS
Record Type Retention Period
Contracts and Related Correspondence
(including any proposal that resulted
in the contract and all other
supportive documentation) 7 years after . expiration or termination

CORPORATE RECORDS

Corporate Records (minute books, signed minutes of
the Board and all committees, corporate seals, articles
of incorporation, bylaws, annual corporate reports) Permanent
Licenses and Permits Permanent

CORRESPONDENCE AND INTERNAL MEMORANDA
General Principle: Most correspondence and internal memoranda should be retained for the same period as the document they pertain to or support. For instance, a letter pertaining to a particular contract would be retained as long as the contract (7 years after expiration). It is recommended that records that support a particular project be kept with the project and take on the retention time of that particular project file. Correspondence or memoranda that do not pertain to documents having a prescribed retention period should generally be discarded sooner. These may be divided into two general categories:

  1. Those pertaining to routine matters and having no significant, lasting consequences should be discarded within two years. Some examples include:
    • Routine letters and notes that require no acknowledgment or follow-up, such as notes of appreciation, congratulations, letters of transmittal, and plans for meetings.
    • Form letters that require no follow-up.
    • Letters of general inquiry and replies that complete a cycle of correspondence.
    • Letters or complaints requesting specific actions that have no further value after changes are made or action is taken (such as name or address change).
    • Other letters of inconsequential subject matter or that definitely close correspondence to which no further reference will be necessary.
    • Chronological correspondence files.
    Please note that copies of interoffice correspondence and documents where a copy will be in the originating department file should be read and destroyed, unless that information provides a reference to or
    direction to other documents and must be kept for project traceability.
  2. Those pertaining to non-routine matters or having significant lasting consequences should generally be retained permanently.

ELECTRONIC DOCUMENTS

  1. Electronic Mail: Not all email needs to be retained, depending on the subject matter.
    • All e-mail—from internal or external sources—is to be deleted after 12 months.
    • Staff will strive to keep all but an insignificant minority of their e-mail related to business issues.
    • Sports Talk Line LLC will archive e-mail for six months after the staff has deleted it, after which time the e-mail will be permanently deleted.
    • All Sports Talk Line LLC business-related emails should be downloaded to a service center or user directory on the server.
    • Staff will not store or transfer Sports Talk Line LLC -related e-mail on non-work-related computers except as necessary or appropriate for Sports Talk Line LLC purposes.
    • Staff will take care not to send confidential/proprietary Sports Talk Line LLC information to outside sources.
    • Staff with more than 5GB in their e-mail account will be unable to send or receive messages until the size of their account is reduced. Staff will be notified by the Operations Department as their account size approaches 5GB.
    • Any e-mail staff deems vital to the performance of their job should be copied to the staff’s H: drive folder, and printed and stored in the employee’s workspace.
  2. Electronic Documents: including Microsoft Office Suite and PDF files. Retention also depends on the subject matter.
    • PDF documents – The length of time that a PDF file should be retained should be based upon the content of the file and the category under the various sections of this policy. The maximum period that a PDF file should be retained is 6 years. PDF files the employee deems vital to the performanceof his or her job should be printed and stored in the employee’s workspace.
    • Text/formatted files – Staff will conduct annual reviews of all text/formatted files (e.g., MicrosoftWord documents) and will delete all those they consider unnecessary or outdated. After five years, alltext files will be deleted from the network and the staff’s desktop/laptop. Text/formatted files the staff deems vital to the performance of their job should be printed and stored in the staff’s workspace.

3. Web Page Files: Internet Cookies
• All workstations: Internet Explorer should be scheduled to delete Internet cookies once per month. Sports Talk Line LLC does not automatically delete electronic files beyond the dates specified in
this Policy. It is the responsibility of all staff to adhere to the guidelines specified in this policy.

Each day Sports Talk Line LLC will run a tape backup copy of all electronic files (including email) on Sports Talk Line LLC’s servers, as specified in the Sports Talk Line LLC
Disaster Recovery Plan. This backup tape is a safeguard to retrieve lost information within a one-year retrieval period should document the network experience problems. The tape backup copy is considered a safeguard for the record retention system of Sports Talk Line LLC but is not considered an official repository of Sports Talk Line LLC records. All monthly and yearly tapes are stored offsite according to Sports Talk Line LLC’s Disaster Recovery Policy.

In certain cases, a document will be maintained in both paper and electronic form. In such cases, the official document will be the electronic document.

Insurance Records

Record Type Retention Period
Annual Loss Summaries 10 years
Audits and Adjustments 3 years after final . adjustment
Certificates Issued to Sports Talk Line LLC Permanent
Claims Files (including correspondence, medical
records, injury documentation, etc.) Permanent
Inspections 3 years
Insurance Policies (including expired policies) Permanent
Journal Entry Support Data 7 years
Loss Runs 10 years
Releases and Settlements 25 years

LEGAL FILES AND PAPERS
Record Type Retention Period
Legal Memoranda and Opinions
(including all subject matter files) 7 years after close of matter
Litigation Files 1 year after expiration of . appeals or time for filing appeals
Court Orders Permanent
Requests for Departure from Records Retention Plan 10 years

MISCELLANEOUS
Record Type Retention Period
Consultant’s Reports 2 years
Material of Historical Value (including pictures,
publications) Permanent
Policy and Procedures Manuals – Original Current version with revision history
Policy and Procedures Manuals – Copies Retain current version only
Annual Reports Permanent

PAYROLL DOCUMENTS

Record Type Retention Period
Employee Deduction Authorizations 4 years after termination
Payroll Deductions Termination + 7 years
W-2 and W-4 Forms Termination + 7 years
Garnishments, Assignments, Attachments Termination + 7 years
Labor Distribution Cost Records 7 years
Payroll Registers (gross and net) 7 years
Time Cards/Sheets 2 years Unclaimed Wage Records 6 years

PENSION DOCUMENTS AND SUPPORTING EMPLOYEE DATA

General Principle: Pension documents and supporting employee data shall be kept in such a manner that Donors Forum can establish at all times whether or not any pension is payable to any person and if so the
amount of such pension.

Record Type Retention Period

Retirement and Pension Records Permanent

PERSONNEL RECORDS

Record Type Retention Period
Commissions/Bonuses/Incentives/Awards 7 years

EEO- I /EEO-2 – Employer Information Reports 2 years after . superseded or filing (whichever is longer)

Employee Earnings Records Separation + 7 years
Employee Handbooks 1 copy kept Permanently
Employee Medical Records Separation + 6 years
Employee Personnel Records (including individual
attendance records, application forms, job or status
change records, performance evaluations, termination
papers, withholding information, garnishments, test
results, training and qualification records) 6 years after . separation

Employment Contracts – Individual 7 years after . separation
Employment Records – Correspondence with
Employment Agencies and Advertisements for Job
Openings 3 years from date . of hiring decision

Employment Records – All Non-Hired Applicants
(including all applications and resumes – whether
solicited or unsolicited, results of post-offer,
pre-employment physicals, results of background
investigations, if any, related correspondence) 4 years

Job Descriptions 3 years after . superseded
Personnel Count Records 3 years
Forms I-9 3 years after . hiring, or 1 year . after separation if later

PROPERTY RECORDS

Record Type Retention Period

Correspondence, Property Deeds, Assessments,
Licenses, Rights of Way Permanent

Original Purchase/Sale/Lease Agreement Permanent

Property Insurance Policies Permanent

TAX RECORDS

General Principle: Donors Forum must keep books of account or records as are sufficient to establish the amount of gross income, deductions, credits, or other matters required to be shown in any such return.

These documents and records shall be kept for as long as the contents thereof may become material in the administration of federal, state, and local income, franchise, and property tax laws.

Record Type Retention Period
Tax-Exemption Documents
and Related Correspondence Permanent
IRS Rulings Permanent
Excise Tax Records 7 years
Payroll Tax Records 7 years
Tax Bills, Receipts, Statements 7 years
Tax Returns – Income, Franchise, Property Permanent
Tax Workpaper Packages – Originals 7 years
Sales/Use Tax Records 7 years
Annual Information Returns – Federal and State Permanent
IRS or other Government Audit Records Permanent

CONTRIBUTION RECORDS

Record Type Retention Period
Records of Contributions Permanent
Sports Talk Line LLC’s or other documents
evidencing terms of gifts Permanent

FISCAL SPONSOR PROJECT RECORDS

Record Type Retention Period
Sponsorship agreements Permanent