Record Retention Policy — La Familia Simón Foundation

Effective date: January 1, 2026 · Last reviewed: July 2026

Purpose

This policy establishes guidelines for how long La Familia Simón Foundation retains various categories of records, consistent with legal requirements, grant compliance obligations (including 2 CFR 200 for federal awards), and sound nonprofit governance practice.

Categories & general retention periods

Corporate & governance recordsArticles of incorporation, bylaws, board minutes, and IRS determination letters are retained permanently.

Financial recordsTax filings (Form 990), audit reports, and general ledgers are retained for a minimum of 7 years.

Grant & federal award recordsRecords related to federal grants are retained for a minimum of 3 years from the date of final expenditure report, per 2 CFR 200.334, or longer if required by the specific award.

Program & client intake recordsCase coordination and intake records are retained for a minimum of 5 years after the case is closed, or longer where required by an assigned attorney's professional obligations.

Personnel & volunteer recordsRetained for the duration of service plus 7 years thereafter.

Donor recordsDonation records are retained for a minimum of 7 years for tax and audit purposes.

Secure disposal

When records reach the end of their retention period, they are securely destroyed or permanently deleted in a manner that protects any personal or confidential information they contain.

Legal holds

Records subject to a pending legal proceeding, audit, or investigation will be retained beyond their standard retention period until that matter is resolved.