Document Retention Policy

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in any legal hold may be destroyed, even if the scheduled destruction date has passed, until the legal hold is withdrawn in writing by the Founder.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