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Operation Procedures for Retention of Documents
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| Documents, including electronic documents, will be maintained in the custody of the persons listed below for the periods of time also listed below. These documents may be retained in electronic or paper form. 1. Articles of Incorporation and By-laws-Indefinitely- by the Corporate Secretary. 2. Minutes of the meetings of the Board of Directors-for 10 years-by the Corporate Secretary 3. Contracts, Insurance Certificates for Regional and State Competitions and Memoranda of Agreement-for three years-by Corporate Chairman (“Chairman”), except that the Corporate Treasurer shall maintain custody of the insurance contracts for the NYSSO equipment. 4. Correspondence, including e-mails, sent and received by Chairman, will not be retained unless a document relates to matters which may become the subject of an insurance claim or litigation. In such a case, the correspondence will be retained by the Chairman for three years. 5. Registration Records will be maintained by the Chairman for three years. 6. Financial Records, including Income Tax Returns, will be retained by the Treasurer for seven years. 7. Regional and State Competition Result Summaries (listing all competing teams and their scores) will be retained by the Chairman for one year. 8. Master Test Questions and Answers for each Regional Competition will be retained by the Regional Coordinator for that competition for three months. 9. Master Test Questions and Answers for State Competitions will be retained by the Chairman for three months. 10. Individual Student Information Forms submitted at the State competitions will be maintained by the Chairman/ and Individual Student Information Forms submitted at the Regional competitions will be maintained by the Regional Coordinator for three years. 11. Student Test Papers for Regional competitions will be maintained by the Regional coordinator of the Coordinator's delegate for two hours after the final event has concluded, and 12. Student Test Papers for the State Competitions will be maintained by the Competition Director for two hours after the final event has concluded. Adopted 6/19/04 |
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