| ARMA International |
| RECORDS RETENTION AND DISPOSITION SCHEDULE |
| Alphabetic Listing |
| | | | | |
| Records Series Code | Records Series Title | Responsible Department | Total Retention Period | Vital Record? |
| 01.010000 | Accounts Receivable
Conference Registration
Invoices Paid
Purchase Order | FINANCE | 6 years | Yes |
| 02.010000 | Activity Reports
Committees
Headquarters | CORPORATE | 3 years | |
| 04.010000 | Administrative Letters | CORPORATE | 10 years after superseded | |
| 06.010000 | Advertisement/Clippings | MARKETING | 3 years | |
| 06.090000 | Affiliations/Strategic Alliances
Partner Files
Research Files | MARKETING | 5 years | |
| 06.020000 | Annual Report | MARKETING | Life of Association | |
| 04.020000 | Articles of Incorporation | CORPORATE | Life of Association | Yes |
| 01.020000 | Audit Reports
Audit Schedule
Final Audit Report | FINANCE | 6 years | Yes |
| 02.021000 | Awards - Applications | MEMBER SERVICES | 1 month after Annual Conference | |
| 02.022500 | Awards - Company of Fellows | MEMBER SERVICES | Life of Association | |
| 02.022000 | Awards - Winning Submissions | MEMBER SERVICES | 3 years | |
| 01.030000 | Bank Statements | FINANCE | 6 years | |
| 06.030000 | Brochures/Catalogs
(retain 2 copies each) | SALES | 3 years | |
| 01.040000 | Budgets | FINANCE | 3 years | |
| 04.030000 | Bylaws | CORPORATE | Life of Association | Yes |
| 02.062000 | Certificates of Destruction | CORPORATE | 10 years after records are destroyed | |
| 04.040000 | Charters
Chapters
Regions | MEMBER SERVICES | Life of Association | Yes |
| 01.041000 | Check Stubs/Copies of Checks | FINANCE | 2 years | |
| 07.110100 | Competency Survey & Assessment
Self Assessment Results for Members | EDUCATION | 5 years | |
| 07.110000 | Competency Survey & Assessment
Survey Development Activities | EDUCATION | 3 years after superseded | |
| 07.020000 | Conference & Exhibition:
Call for Presentations
Evaluations
Session Monitor Project Files | EDUCATION | 3 years after superseded | |
| 07.023000 | Conference & Exhibition:
Participant Acceptance Forms
Session Evaluation Summary Reports | EDUCATION | 4 years | |
| 03.010000 | Conference and Exhibition Files | EDUCATION | 3 years | |
| 03.020000 | Conference Program
Brochures/Publications
(retain 2 copies each) | EDUCATION | Life of Association | |
| 08.011000 | Conference Project Files | PUBLICATIONS | 2 years | |
| 08.010000 | Conference Speaker Materials
Handouts
Presentations
Proceedings | PUBLICATIONS | Life of Association | |
| 07.026000 | Continuing Education Opportunities File | EDUCATION | Current | |
| 04.050000 | Contracts/Leases | CORPORATE | 6 years after contract expires | Yes |
| 04.060000 | Copyrights | CORPORATE | Life of Association | Yes |
| 02.030000 | Correspondence (General)
Ad Hoc
Associations (Other)
Chapters
Committees & Publications
Headquarters
Officers
Regions | CORPORATE | 3 years | |
| 07.030000 | Correspondence Course
Project Files | EDUCATION | 3 years after superseded | |
| 07.031000 | Correspondence Course
Student Files | EDUCATION | 5 years after enrollment | |
| 01.060000 | Deposit Advices
Miscellaneous Deposits | FINANCE | 6 years | |
| 07.051000 | Directory Project Files | EDUCATION | 2 years | |
| 01.070000 | Disbursements
A/P Invoice
Escrow
Expense Reports | FINANCE | 6 years | |
| 05.010000 | EE/ER Benefit & Plan Year
Due Diligence
EE Lawsuits
Training Schedules | HUMAN RESOURCES | 6 years after contract expires | |
| 02.031000 | Elections/Nominations
Ballots
List of Elected Officers
| CORPORATE | 3 years | |
| 02.035000 | Email Messages
Inbox & Sent Items | CORPORATE | 90 days maximum | |
| 01.050000 | Financial Reports
Balance Sheet
General Ledger
Income Statement
Journal Entry
Projections
Trial Balance & Supporting Documentation | FINANCE | 6 years | Yes |
| 01.081000 | Fixed Asset File | FINANCE | 3 years after asset disposal | Yes |
| 07.011000 | Group Manual | EDUCATION | 5 years after superseded | |
| 07.010000 | Group Project Files | EDUCATION | 2 years | |
| 08.070000 | Information Management Journal
(retain 2 copies of each issue) | PUBLICATIONS | Life of Association | |
| 02.040000 | Insurance Policies
Director's/Officers
Liability
Property | FINANCE | 6 years after contract expires | Yes |
| 01.031000 | Investment Statements | FINANCE | 6 years | Yes |
| 05.020000 | Job Candidate Information
Applications and Resumes Job Advertisements
| HUMAN RESOURCES | 4 years 1 year | |
| 05.025000 | Job Descriptions | HUMAN RESOURCES | Until superseded | |
| 08.061000 | Member Survey Project File | MEMBER SERVICES | 3 years | |
| 08.060000 | Member Survey Report | MEMBER SERVICES | 10 years | |
| 08.070000 | Membership Application | MEMBER SERVICES | 2 years | |
| 04.070000 | Membership Lists (year end only) | MEMBER SERVICES | 10 years | |
| 04.080000 | Minutes/Agendas, Board of Directors Meetings
| CORPORATE | Life of Association | Yes |
| 07.100000 | On-Line Courses (Project Files) | EDUCATION | 3 years after superseded | |
| 07.101000 | On-Line Courses (Student Files) | EDUCATION | 5 years after expiration | |
| 04.090000 | Operating Manuals | CORPORATE | 10 years after superseded | Yes |
| 05.030000 | Payroll Records | FINANCE | 6 years after employee terminates | Yes |
| 05.031000 | Payroll Taxes/Withholding | FINANCE | 6 years | Yes |
| 04.061000 | Permission to Reprint | PUBLICATIONS | 10 years | |
| 04.100000 | Permit to do Business | CORPORATE | 2 years | Yes |
| 05.040000 | Personnel Files | HUMAN RESOURCES | 6 years after employee terminates | Yes |
| 06.050000 | Photographs | MARKETING | Life of Association | |
| 03.030000 | Planning Manual | EDUCATION | 1 year after superseded | |
| 05.050000 | Policy & Procedure Manual
Employee Handbook
Harassment
Use of Drugs and Alcohol | HUMAN RESOURCES | 10 years after superseded | Yes |
| 06.050000 | Policy Briefs/News Broadcasts (WPB, CPB, EUPB, etc.) | MARKETING | Life of Association | |
| 06.080000 | Press Releases | MARKETING | 5 years | |
| 06.070000 | Proclamations
Certificates of Appreciation | MARKETING | 3 years | |
| 08.081000 | Salary Survey Project File | PUBLICATIONS | 10 years | |
| 08.080000 | Salary Survey
(retain 2 copies) | PUBLICATIONS | 10 years after superseded | |
| 07.070000 | Seminar Project Correspondence | EDUCATION | 3 years | |
| 08.080000 | Serial Publications
(retain 2 copies of each issue) | PUBLICATIONS | Life of Association | |
| 03.040000 | Site Reports (Unselected) | EDUCATION | 3 years | |
| 07.090000 | Speakers' Bios | EDUCATION | Current | |
| 07.071000 | Speaker's Directory | EDUCATION | 2 years | |
| 04.200000 | Strategic & Operating Plans | CORPORATE | Life of Association | Yes |
| 02.080000 | Studies/Reports | CORPORATE | Life of Association | |
| 01.110000 | Tax Reports/Records
Association Tax Returns
Group Tax Returns
Property Tax Returns | FINANCE | 6 years | Yes |
| 05.060000 | Temporary Help File | HUMAN RESOURCES | 2 years | |
| 04.120000 | Trademarks/Logos | CORPORATE | Life of Association | Yes |
| 04.130000 | Training Course Material | CORPORATE | Until superseded | |
| 05.032000 | Worker's Compensation Files | HUMAN RESOURCES | 10 years | |