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NEXT MEETING: Wednesday, December 18, 2024, 6:00 PM: the annual GCAS holiday party gets underway in Silver City at the Memory Lane Clubhouse, 2045 Memory Lane (last building on the right as you face the entrance to the Memory Lane cemetery). Doors open at 6:00PM. We’ll announce our Board of Directors & officers for 2025, then go straight into holiday festivities including a potluck dinner and white elephant gift exchange. Bring your best holiday potluck dish to share, your most festively-wrapped white elephant to put under the tree --- and don’t forget your Santa hats! Email Marianne or telephone/text her at 772-529-2627 if questions. Let's all get together one last time before 2025!

NEXT FIELD TRIP: TBA: watch this space.

Document Management Schedule

The Grant County Archaeological Society (GCAS) Document Management Schedule explains how the GCAS shall retain documents and other records for immediate or current use, for historical reference, and/or to comply with contractual or legal requirements. Documents and records include paper materials and electronic records (email, digital photos, etc.) regardless of where or in what medium the document may be stored. This Document Management Schedule was adopted in an effort to eliminate accidental or innocent destruction of materials and to serve as guidance for all GCAS members regarding which materials shall be kept, and which items can be safely disposed of, and when.

Pursuant to 18 USC Section 1519 and the Sarbanes-Oxley Act, all permitted document destruction shall stop if the GCAS ever comes under investigation by a governmental law enforcement agency. In that case routine destruction shall not resume without the written approval of legal counsel or other appropriate legal authority.

Grant County Archaeological Society
Document Management Schedule
Approved by Board of Trustees February 6, 2020

Three Years:

  • Expired Insurance Policies
  • Internal Audit Reports
  • Internal Reports, miscellaneous
  • Petty Cash Vouchers
  • Purchase Orders
  • Volunteer Records

Four Years:

  • General Correspondence including email correspondence

Ten Years:

  • Accounts payable/accounts receivable ledgers and schedules
  • Bank statements
  • Cash books
  • Checks (canceled, with exception below)
  • Contracts and leases (expired)
  • Donation records, other than those described in the following section
  • Duplicate deposit slips
  • Expense analyses and expense distribution schedules
  • Inventories of products, materials, supplies
  • Invoices to customers
  • Invoices from vendors
  • Sales records

Permanently:

  • Audit reports of accountants/third-party bookkeepers
  • Checks (canceled, for important payments ONLY; i.e., taxes, purchase of property, special contracts, etc.)
  • Contracts and leases still in effect
  • Correspondence including email correspondence (legal and important matters ONLY)
  • Donation records of endowment funds and of significant restricted funds ONLY
  • Financial statements (end-of-year)
  • General ledgers and end-of-year statements
  • Insurance policies (expired)
  • Minute books of Board of Directors/Trustees, Bylaws, and Articles of Incorporation
  • Tax returns and worksheets, revenue agents reports, and other documents relating to determination of tax liability

Special Circumstances for GCAS:

  • Liability Waivers (field trips, open-air student workshops, etc.): flexible, based on type of event/exposure.

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