Policy - Data Retention

Section: Human Resource Policies   
Policy Owner: Ignition633 Ministries Human Resources   
Policy Name: Data Retention Policy    
Origination Date: October 2024  
 
Data Retention Policy 

Purpose: 
This policy establishes guidelines for the retention and disposal of information related to the Ministry's caging operations. It includes legal compliance, protects donor data, and maintains records for financial accountability and operational efficiency. 

Scope: 
This policy covers all data handled during donation processing, including donor messages, checks, cash, and financial records. It applies to both paper and digital records managed by employees who work with incoming donations. 
 
Policy: 
 
Record Types and Retention Periods: 
Donor information, including contact details and donation history, must be retained for specific periods. Contact details should be kept for 90 days after the last activity, while donation history should be maintained permanently. Financial records such as checks, cash gift documentation, credit card transaction records, and bank deposit slips must be retained for a minimum of 90 days or in compliance with Federal and State law. General donor correspondence should be kept for a minimum of 3 years, while specific gift-related correspondence should be retained for a minimum of 90 days or in compliance with Federal and State law. Electronic data, including database backups and scanned images of checks and correspondence, should be retained for a minimum of 90 days or in compliance with Federal and State law. 
 
Storage, Security, and Disposal: 
Physical records must be stored in a secure location with restricted access. Electronic records must be encrypted and backed up regularly, with access limited to authorized personnel. When retention periods expire, physical records must be shredded or securely destroyed, while electronic records must be permanently deleted using secure methods to prevent data recovery.  
 
Legal Holds and Responsibilities: 
In the event of litigation, audit, or investigation, all relevant records must be preserved regardless of retention schedules until the matter is resolved and a written release is obtained from legal counsel. The Caging Manager is responsible for implementing and overseeing this policy. All staff involved in caging operations are responsible for adhering to this policy, while the IT department is responsible for ensuring proper backup and security of electronic records.  
 
-------------------------------------------------------------------------------------------------------------------------------This policy will be reviewed annually and is subject to change. Any changes will be communicated to all employees promptly.   

For any questions or further assistance regarding this policy, employees should contact the HR department at hr@ignition633.org.