Document Retention Policy
How we handle records
We manage all records systematically and securely to ensure compliance with legal, financial, and operational requirements. Our goal is to maintain transparency, accuracy, and accountability while protecting sensitive information.
Updated: November 1, 2025
Retention Periods
Jump for Joy Foundation retains Board minutes, financial statements, contracts, and key operational documents for a minimum of three years or longer when required by law. Program and impact data are preserved to measure outcomes and support grant reporting.
Categories of Documents
Records are organized by type and purpose, including:
- Financial and accounting documents
- Legal and compliance files
- Program and event records
- Personnel and volunteer files
- Donor and grant documentation
- Media and marketing materials
Storage and Accessibility
All records are stored securely, either in password-protected digital systems or locked physical files. Access is limited to authorized personnel to protect confidentiality while ensuring availability for audits, reporting, and operations.
Destruction Procedures
When records are no longer required, they are destroyed safely through shredding or secure electronic deletion. This prevents unauthorized access and ensures compliance with privacy laws.
J4JF content that does not have significant literary, artistic, educational, or influential purposes, but takes up a disproportionate amount of electronic data storage (e.g., any video file, or many high-definition pictures) may be deleted prior to the three-year retention period if: (i) the data is not deleted for any untoward purpose; and (ii) it is a capable and informed individual’s decision to delete the electronic data to free up that space to be used for other data that will advance IGI’s mission.
Legal and Regulatory Compliance
We follow all state and federal regulations regarding record retention, privacy, and destruction. Documentation practices align with nonprofit governance and IRS standards.
Document Management Responsibility
The Executive Director and Board of Directors share responsibility for ensuring all staff and volunteers comply with this policy. Regular reviews confirm proper handling and secure storage of all organizational records.
Acknowledgment
All directors, officers, key employees, and important independent contractors of J4JF should be made aware of this Policy, and be promptly sent a copy of this Policy upon request. Failure to comply with this policy may result in disciplinary action, up to and including removal from office, termination of employment, and/or legal action as appropriate.