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Record Retention Policy
Records Retention Policy
Circle C Homeowners Association
This policy governs the archiving and destruction management of all documents originated by the Circle C Homeowners Association (CCHOA), a Texas non profit corporation with principal office at 5919 La Crosse, Suite 100, Austin, Texas 78739. This policy also provides guidance for retaining and storage of documents not originated by CCHOA, but which should be protected because they are important to the operation of CCHOA.
All documents originated by the CCHOA 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, but must be accessible at the CCHOA principal office within a reasonable period of time. Draft documents and copies of original documents shall be destroyed at the end of their useful life, which shall be no longer that the retention schedule for the original document. All CCHOA documents must have an origination date, which determines the beginning of the retention period. Any revision of a document must be noted and the retention period will restart at the revision date. For some documents (see schedule) all revisions must be retained.
Destruction of paper documents shall be by shredding, bagging, and standard trash pickup. Destruction of electronic documents shall be by deletion from hard disks and reformatting of removable disks. Before disposal of any computer hard disk that may contain CCHOA records, it must be completely electronically erased.
The secretary of CCHOA is the primary officer responsible for implementing this policy, must conduct an annual audit of one or more categories of records, and issue a written report of compliance. Also, an audit may be initiated at any time by the president or a majority of the CCHOA board of directors to determine compliance with this policy. Documents not in compliance shall be scheduled for destruction as soon as practically possible. .
An original document shall be defined as any record of the CCHOA created in either a paper or electronic form by the board of directors of the CCHOA, any member or members of the board of directors acting for the CCHOA, or by a legal agent of the CCHOA such as a property management company, attorney, or financial services. Documents created by companies or individuals performing contractual service for the CCHOA shall not be defined as originated by the CCHOA.
Correspondence received by the CCHOA but not originating within the CCHOA will not be considered to be documents of the CCHOA. Equipment operating manuals, insurance policies, warranties, Circle C development brochures and maps, builder literature, and all other documents not meeting the definition of CCHOA original document may be disposed at the end of their useful life. Non-original documents such as these are not owned by CCHOA, and CCHOA has no obligation to retain or make available these documents.
Any alteration or revision of a CCHOA original document must be dated and signed by the party or parties making the changes. Marginalia in original documents should be avoided, but when occurring must comply with this policy.
This policy is intended to comply with the legal requirements of the state of Texas and the United States Government. This policy may be suspended with regard to selected documents when a lawsuit is anticipated or in progress, a subpoena has been served, or an investigation is underway.
Approved by Circle C Board of Directors
November 18, 2004
Record Retention Schedule
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