EEO Legal Solutions, LLC and www.WorkplaceTrainingHub
Document Retention and Destruction
EEO Legal Solutions, LLC (EEO Legal) and www.WorkplaceTrainingHub (Hub), collectively, “the Companies,” seek to comply with all applicable laws, regulations, and ethical canons regarding the retention and destruction of client, attorney, and administrative files.
This Document Retention and Destruction Policy sets forth the record retention responsibilities for maintaining and documenting the storage and destruction of the organization’s documents and records. The Companies will abide by the following guidelines below. The Companies reserve the right to modify these guidelines in response to changing legal or business requirements or circumstances.
A. Document Retention
Because of the legal and confidential character of Companies’ services, all paper and electronic documents will be treated as confidential (and likely privileged), and stored in a secure on-site facility to which only limited personnel have access. The Companies will store and back-up electronically stored information on secure servers and trusted websites for cloud storage.
For legal or litigated matters, the Companies shall retain all client paper records in on-site storage for a period of seven (7) years, unless the client requests in writing the prompt return of original documents. Likewise, the Companies shall maintain electronically backed up records of client documents for a period of seven (7) years, unless the client demands, in writing, their immediate destruction.
For training or administrative matters, the Companies will strive to avoid creating paper records of any kind; to extent such records exist in paper format, the Companies will scan and retain them electronically. Otherwise, the Companies will retain paper records for no longer than two (2) years, and will convert them for electronic storage prior to destruction. Records stored and backed-up in electronic format will be retained for five (5) years.
B. Document Destruction
In litigated or legal matters, the Companies will provide notice to the client before destroying any paper or electronically-stored documents.
No paper or electronic documents will be destroyed or deleted if pertinent to any ongoing or anticipated government investigation or proceeding or private litigation; and
No paper or electronic documents will be destroyed or deleted as required to comply with auditing standards or ethical canons. government auditing standards (Single Audit Act)
Adopted and Implemented:
EEO Legal Solutions, LLC, May, 2012
Merrily S. Archer, Esq., M.S.W., Founder
www.WorkplaceTrainingHub.com, December 1, 2014
Merrily S. Archer, Esq., M.S.W. Founder