In order to meet all financial and legal data requirements, this policy sets the minimum retention periods for critical Analemma Society (AS) documents.
Recording Secretary
The Recording Secretary shall keep the following records:
| Item | Description | Min Retention |
|---|---|---|
| 1 | Letters of Determination | Life of AS |
| 2 | Letters of Registration | Life of AS |
| 3 | Articles of Incorporation | Life of AS |
| 4 | Analemma Society Bylaws | Life of AS |
| 5 | Analemma Society Policies | Life of AS |
| 6 | Analemma Society Annual Reports | Life of AS |
| 7 | Cooperative Agreements between FCPA and AS | Life of AS |
| 8 | Board Meeting Minutes | 10 years |
| 9 | List of Board of Directors | 10 years |
| 10 | Annual General Meeting Minutes | 10 years |
Corresponding Secretary
The Corresponding Secretary as Chairman of the Membership Committee shall keep a list of members and volunteers and as stated in the bylaws, maintain a record of all Analemma Society events (including Friday Night Observing, Parktake Classes, and other events such as Astronomy Festivals, Equinox and Solstice events).
| Item | Description | Min Retention |
|---|---|---|
| 1 | Membership & Volunteer Listing | 3 years |
| 2 | Analemma Society Event Listing | 3 years |
| 3 | Visitor Attendance Records | 3 years |
| 4 | Volunteer Records | 3 years |
Treasurer
The Treasurer shall keep the following records:
| Item | Description | Min Retention |
|---|---|---|
| 1 | Monthly Treasurer's Reports | 10 years |
| 2 | Annual Treasurer's Reports | Life of AS |
| 3 | Restricted Funds Documentation | Life of AS |
| 4 | Scholarship Documentation and Disbursements | 10 years |
| 5 | Bank Transactions | 10 years |
| 6 | Purchase Invoices & Receipts | 10 years |
| 7 | Federal and State Income Tax | Life of AS |
| 8 | Government Notices | 10 years |
| 9 | W-9 | 3 years |
Analemma Society uses a charge card, receives PayPal membership dues and donations, and reimbursements of grant funds held by the Fairfax County Park Authority (FCPA). These transactions shall be held by the Treasurer as part of the Bank Transactions, Invoices and Receipts.
In the event that W-9s must be issued, the records containing confidential information must be destroyed by shredding at the end of the retention period.
Designated AS Agent for Virginia
The designated AS Agent for Virginia shall keep the following records:
| Item | Description | Min Retention |
|---|---|---|
| 1 | Articles of Incorporation | Life of AS |
| 2 | Analemma Society Bylaws | Life of AS |
| 3 | Analemma Society Policies | Life of AS |
| 4 | Letters of Determination | Life of AS |
| 5 | Letters of Registration | Life of AS |
| 6 | AS Annual Reports | 3 years |
| 7 | Federal and State Income Tax | 3 years |
| 8 | Annual Financial Statement | 3 years |
General Provisions
Documents may be retained longer than the minimum required period. Confidential information shall be shredded. Record custodians will notify the Board before destroying retained information. In addition to the above, electronic files critical to Analemma Society operation are to be routinely backed-up with back-ups stored in a safe location. Critical electronic files include:
- Financial Spreadsheets that support the Financial Statements
- Articles of Incorporation, Bylaws, Determinations, and Policies
- Annual Reports and Event Records
- Membership/Volunteer Database
Policy Review
| Policy Reviewed On | Reviewed and Approved By |
|---|---|
| February 25, 2025 | Analemma Society Board Members |
Policy on Document Retention 2025-02-25