Document Retention & Destruction Policy

Victor Global Initiative (VGI) is committed to maintaining complete, accurate, and legally compliant organizational records. This policy establishes guidelines for the retention, storage, and destruction of VGI documents in accordance with IRS Form 990 governance requirements and applicable Florida nonprofit law.

1. Purpose

Proper document retention ensures that VGI can:

• Meet all legal, regulatory, and contractual obligations.
• Respond accurately to IRS inquiries, audits, and Form 990 reporting.
• Maintain transparency with donors, partners, and the public.
• Protect the organization in the event of litigation or regulatory review.

2. Scope

This policy applies to all documents — physical and electronic — created, received, or maintained by VGI board members, officers, employees, and volunteers in the course of organizational activities.

3. Retention Schedule

The following schedule governs how long VGI retains key document categories:

4. Electronic Records

Electronic documents (emails, digital files, databases) are subject to the same retention requirements as physical documents. Electronic records must be stored in a secure, accessible, and backed-up system. Deletion of electronic records must follow the same authorization process as physical destruction.

5. Document Destruction

When a document reaches the end of its retention period, it must be destroyed in a manner that protects confidential information:

• Physical documents: Cross-cut shredding or secure shredding service.
• Electronic documents: Secure deletion using methods that prevent recovery (e.g., overwriting, degaussing).
• Destruction must be authorized by the Board Secretary and logged in a destruction register.

6. Legal Holds

If VGI becomes aware of actual or anticipated litigation, government investigation, or audit, all potentially relevant documents must be placed on a legal hold — meaning their destruction is suspended regardless of the normal retention schedule. Legal holds are authorized by the Board President and communicated immediately to all relevant parties.

7. Responsibility

The Board Secretary (Joel Garcia) is responsible for overseeing implementation of this policy, maintaining the destruction log, and ensuring all board members and staff are trained on their obligations under this policy.