Document Retention Policy

Purpose

The purpose of this Document Retention and Destruction Policy is to establish guidelines for the retention, storage, protection, and destruction of organizational records maintained by LaunchWorks, Inc. (the “Organization”). This Policy is intended to support operational continuity, legal compliance, financial accountability, and responsible records management.

Scope

This Policy applies to all directors, officers, employees, volunteers, contractors, and individuals acting on behalf of the Organization who create, receive, maintain, or manage organizational records in physical or electronic form.

Records Covered

Organizational records may include, but are not limited to:

• Corporate governance documents

• Financial and accounting records

• Tax filings and supporting documentation

• Grant and sponsorship records

• Contracts and agreements

• Personnel and volunteer records

• Program and event documentation

• Donor and fundraising records

• Insurance and legal records

• Electronic communications and digital files

Retention Principles

The Organization retains records only for as long as reasonably necessary to support operational, legal, financial, historical, or regulatory requirements.

Records may be retained in physical or electronic form, provided reasonable measures are taken to preserve accessibility, integrity, and security.

The Organization may establish internal retention schedules or practices appropriate to the nature of specific records.

Destruction of Records

Records that are no longer needed may be securely deleted, destroyed, or disposed of in a reasonable manner appropriate to the type of record and the sensitivity of the information involved.

The Organization will take reasonable steps to protect confidential or sensitive information during destruction or disposal processes.

Litigation and Legal Holds

If the Organization becomes aware of pending or reasonably anticipated litigation, audits, investigations, or legal proceedings, relevant records shall not be destroyed until such matters are resolved and any applicable retention requirements have been satisfied.

Electronic Records and Communications

Electronic records, including emails, cloud-based documents, digital media, and electronic communications related to organizational activities, may constitute official records and are subject to this Policy.

Reasonable efforts should be made to maintain important electronic records in accessible and secure formats.

Administration

The Executive Director is responsible for the general administration of this Policy, subject to oversight by the Board of Directors.

The Board of Directors may amend this Policy as needed to reflect operational needs, best practices, or legal requirements.

Last Update: August 04, 2026