Record Keeping and Retention

In-Depth knowledge on Record Keeping and Retention

There are documents that should be kept on hand forever; some that may be discarded after a given time period; and some that may be retained or discarded at a foundation's discretion. This article provides some guidelines for private foundations (including corporate foundations), corporate foundations/giving programs that do not include a corporate foundation, and community foundations, their counsel, or their accountants.

This sample grant file index allows you to see the types of information which your foundation may need to keep on each of your grantees.

This Document Retention and Destruction Policy of the Council on Foundations (the "Council") identifies the record retention responsibilities of staff, volunteers, members of the Board of Directors, and outsiders for maintaining and documenting the storage and destruction of the Council’s documents and records. You can use this as guide for your own policy.