Document Retention and Destruction Policy

This Document Retention and Destruction Policy of HeatSync Labs identifies the record retention responsibilities of staff, voluteers, members of the Board of Directors, and outsiders for maintaining and documenting the storage and destruction of the Organization's documents and records.

1. Rules. The Organization' staff, volunteers, members of the Board of Directors and outsiders (i.e., independent contractors via agreements with the) are required to honor these rules: (a) paper or electronic documents indicated under the terms for retention below will be transferred and maintained by the Human Resources, Legal or Administrative staffs/departments or their equivalents; (b) all other paper documents will be destroyed after three years; (c) all other electronic documents will be deleted from all individual computers, databases, networks, and backup storage after one year; and (d) no paper or electronic documents will be destroyed or deleted if pertinent to any ongoing or anticipated government investigation or proceeding or private litigation.
2. Terms for retention .
   1. Retain Permanently:
      1. • Governance Records -- Charter and amendments, Bylaws, other organizational documents, governing board and board committee minutes.
      2. Tax Records -- Filed state and federal tac returns/reports and supporting records, tax emption determination letter and related correspondence, files related to tax audits.
      3. Intellectual property records -- Copyright and trademark registations and samples of protected works