Reach Out America International, Inc. ("Reach Out America," "ROA," "we," "us") is a 501(c)(3) nonprofit disaster-relief organization (EIN 76-0494578) at 1108 Soldiers Field Court, Suite 800, Sugar Land, TX 77479. This policy explains how long we keep important records and how we safely dispose of them.

Purpose

Keeping the right records for the right length of time helps us meet legal and tax requirements, stay accountable to donors and partners, and protect personal information. This policy also makes sure records are never destroyed to avoid an investigation or lawsuit.

Who this policy covers

This policy applies to ROA Board members, officers, employees, volunteers, and contractors, and to all ROA records in any form, including paper, email, electronic files, databases, cloud services, photos, and text messages.

Retention schedule

Records are kept for at least the periods below. Periods start at the end of the fiscal year the record relates to, unless noted.

| Category | Examples | Keep for |

| Corporate records | Articles of incorporation, bylaws and amendments, Board and committee minutes and resolutions, IRS determination letter, state filings, policies | Permanently |

| Annual financial reports, audits, and tax returns | Audited or reviewed financial statements, annual reports, IRS Form 990 and related filings | Permanently |

| Other financial records | General ledger, bank statements, cancelled checks, invoices, expense reports, credit card statements, payroll records | 7 years |

| Contracts and grants | Contracts, leases, grant agreements and reports | 7 years after expiration or completion |

| Donor records | Gift records and receipts, pledge and restricted-gift documentation | 7 years (gifts with lasting restrictions, endowments, and bequests: permanently) |

| Employee records | Personnel files, I-9 forms, benefits and tax withholding records | 7 years after employment ends (I-9: 3 years after hire or 1 year after employment ends, whichever is later) |

| Volunteer records | Applications, waivers, training records, background-check results | 7 years after last service (records involving minors or incidents: longer, see below) |

| Program and distribution records | Deployment and relief logs, donated-goods intake and distribution records, partner agreements, beneficiary assistance records | 7 years |

| Insurance and incidents | Insurance policies, accident and injury reports, claims | Policies: permanently. Incident and claim records: 7 years after resolution, or longer if a minor was involved |

| Property records | Deeds, titles, vehicle and major equipment records | Permanently (or 7 years after the asset is sold) |

| General correspondence and email | Routine messages not covered above | 3 years, unless it belongs in another category |

When a record fits more than one category, keep it for the longest period that applies. Records not listed are kept as long as they are needed for business, then disposed of under this policy.

Electronic records

Electronic records follow the same schedule as paper records. Important email and files should be saved in ROA's shared systems, not only in personal accounts or devices, and backed up regularly.

Secure destruction

When a retention period ends, records are destroyed in a way that protects any confidential or personal information. Paper records with personal, financial, or donor information are shredded or sent to a secure shredding service. Electronic records are permanently deleted, and devices or drives are wiped or physically destroyed before disposal. Routine non-confidential paper may be recycled.

Litigation hold

If ROA learns of an actual or reasonably expected lawsuit, government investigation, audit, or subpoena, the President or Board Chair will issue a notice suspending destruction of all related records. No one may destroy, change, or hide those records until the notice is lifted in writing, even if the normal retention period has ended. Anyone who knows of a possible legal matter should tell the President right away.

How to raise a concern

If you have questions about this policy or believe records are being kept or destroyed improperly, contact the President or the Board Chair, or email Mark.johnson@reachoutamerica.org. You may also report concerns under our Whistleblower Policy (https://www.reachoutamerica.org/whistleblower).

Enforcement and Board role

The President is responsible for carrying out this policy day to day, with oversight by the Board of Directors. Intentionally destroying records in violation of this policy, especially during a litigation hold, may lead to corrective action, up to and including dismissal or removal from service.

Changes

We may update this policy from time to time. The effective date above shows when it was last changed.

Reach Out America International, Inc. 1108 Soldiers Field Court, Suite 800, Sugar Land, TX 77479 Email: Mark.johnson@reachoutamerica.org · Phone: (574) 214-9477