Document Retention Policy
Humanity and Health Foundation (HHF) maintains records in a manner that supports compliance, accountability, transparency, and responsible stewardship.
Purpose
This policy establishes general standards for maintaining and retaining organizational records, including financial, governance, program, and compliance documentation.
General Retention Principles
- Maintain records accurately, securely, and in an organized manner.
- Retain records for appropriate time periods based on legal and operational needs.
- Protect sensitive and confidential information using appropriate access controls.
- Do not destroy records subject to litigation holds, audits, or investigations.
Retention Schedule (High-Level)
HHF retains records according to a structured schedule. Specific retention periods may vary
based on legal requirements and operational context.
- Governing documents (Articles, bylaws, key resolutions): Permanent
- Board minutes and official governance records: Permanent
- Tax filings (Form 990 and supporting documents): Retain for multiple years (commonly 7+)
- Financial records (general ledgers, bank statements, receipts): Retain for multiple years (commonly 7+)
- Grant agreements and required reporting: Retain through grant term + required period
- Program records and impact documentation: Retain per program needs and funder requirements
Note: This is a public-facing summary. Detailed internal schedules and procedures are maintained in HHF’s secure internal governance systems.
Destruction of Records
Records may be destroyed only when they are no longer required to be retained and are not subject to
audit, investigation, or litigation hold. Destruction should be carried out in a manner that protects
confidentiality.
Last updated: January 2026