It’s easy for a nonprofit to keep records on everything today, particularly in this digital age. It’s not quite as easy, however, to know what records you are required to have and what you don’t have to have or save. IRS Form 990 asks about your record retention policies and the federal Sarbanes-Oxley “whistleblower” law actually forbids the destruction of certain records. There is much at stake for the nonprofit. It’s just common sense that you need to have documents like your articles of incorporation, the determination letter from the IRS minutes of meetings, corporate resolutions, etc. But there are other records that you may be less certain about. For example, what about donor records and employment and payroll records, just to mention a few? Then there are related questions concerning how long certain records need be kept and what to do if an important record is destroyed. Before you can decide, however, what records you need to have, you first have to identify what types of paperwork—both paper and electronic—you are generating. Once you have this list you’ll be in a better position to decide which documents should be retained because of a business, legal, or regulatory need. You may also be able to see if there are certain necessary documents you are missing. And with a better understanding you can then prepare a formal document retention policy which can be disseminated to everyone throughout your organization. Getting all of this together can be a tall order for busy nonprofit executives, but the risks of not having what you need can be significant as well. Please join John Bradley, an experienced nonprofit attorney, as he explains the dos and don’ts of recordkeeping, including the importance of getting rid of what you don’t need.
What You'll Learn
Just a sampling of what this webinar will cover:
Which federal & state records you are required by law to maintain & to make publicly available
An understanding of the financial & membership records you should keep, including what should be kept permanently and what to toss
An insight into why many lawyers believe fewer records are better
How to develop & implement a record retention policy
And much more!
Your Conference Leader
Your conference leader for “Nonprofit Records: Understand What to Keep & When to Toss It” is John Bradley. John is an attorney in the West Columbia, South Carolina office of Moore Taylor Law Firm, P.A. In his 25 plus years of practice has involved numerous areas of law including appellate practice in state and federal courts, construction law, commercial liability, and products liability. His present practice primarily focuses on representing physicians, hospitals and medical care providers in the defense of professional negligence claims as well as representing and advising educators in employment matters before their local school boards and the State Department of Education.
John has long been active in nonprofits at the local and state level. He is a former president and current vice president and volunteer of the Friends of the Richland Library, a nationally recognized library system. He presently serves as a member of the Richland Friends Book Sale Committee, a group that raises money for the Friends through quarterly book sales, put on entirely through volunteer effort. As president of the Richland Library Friends he served as a member of the Richland Library Foundation Board. He is immediate past president and current board member of the Friends of South Carolina Libraries, an organization made up of library friends groups throughout the state of South Carolina. His duties and responsibilities as president included working and consulting with local Friends groups as well as with individuals interested in forming friends groups.
An avid runner, John presently serves on the board for the Carolina Marathon Association, an organization that puts on two showcase running events in Columbia, the Governor’s Cup Road Race and the Heart and Sole race. He has served as race director and course manager for several other local road races.