Genesis at the Crossroads takes seriously its obligations to preserve information relating to litigation, audits, and investigations.
The information listed in the retention schedule below is intended as a guideline and may not contain all the records that Genesis at the Crossroads may be required to keep in the future. Questions regarding the retention of documents not listed in this chart should be directed to the Founder. Certain of the documents listed in the chart may not now or in the future be in use by Genesis at the Crossroads (for example, documents related to employees).
From time to time, the Founder may issue a notice, known as a “legal hold,” suspending the destruction of records due to pending, threatened, or otherwise reasonably foreseeable litigation, audits, government investigations, or similar proceedings. No records specified in any legal hold may be destroyed, even if the scheduled destruction date has passed, until the legal hold is withdrawn in writing by the Founder.
| File Category | Item | Retention Period |
|---|---|---|
| Corporate Records | Bylaws and Articles of Organization | Permanent |
| Corporate resolutions | Permanent | |
| Board and committee meeting agendas and minutes minutes | Permanent | |
| Conflict of Interest Acknowledgement/Disclosure Forms | 4 years | |
| Finance and Administration | Financial statements (audited) | 7 years |
| Auditor management letters | 7 years | |
| Payroll records | 7 years | |
| Check register and checks | 7 years | |
| Bank deposits and statements | 7 years | |
| Chart of accounts | 7 years | |
| General ledgers and journals (includes bank reconciliations) | 7 years | |
| Investment performance reports | 7 years | |
| Equipment files and maintenance records | 7 years after disposition | |
| Contracts and agreements | 7 years after all obligations end | |
| Correspondence — general | 3 years | |
| Insurance Records | Policies — occurrence type | Permanent |
| Policies — claims-made type | Permanent | |
| Accident reports | 7 years | |
| Safety (OSHA) reports | 7 years | |
| Claims (after settlement) | 7 years | |
| Group disability records | 7 years after end of benefits | |
| Real Estate | Deeds | Permanent |
| Leases (expired) | 7 years after all obligations end | |
| Mortgages, security agreements | 7 years after all obligations end | |
| Tax | IRS exemption determination and related correspondence | Permanent |
| IRS Form 990s | 7 years | |
| Human Resources | Employee personnel files | Permanent |
| Retirement plan benefits (plan descriptions, plan documents) | Permanent | |
| Employee handbooks | Permanent | |
| Workers comp claims (after settlement) | 7 years | |
| Employee orientation and training materials | 7 years after use ends | |
| Employment applications | 3 years | |
| IRS Form I-9 (store separate from personnel file) | Greater of 1 year after end of service, or three years | |
| Withholding tax statements | 7 years | |
| Timecards | 3 years | |
| Technology | Software licenses and support agreements | 7 years after all obligations end |