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Document Retention Policy

Draft Nonprofit Retention Policies in Minutes, Not Hours

12 minutes with CaseMark

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Document Retention Policy

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Document Retention Policy

Overview

CaseMark's Document Retention Policy skill drafts comprehensive, board-adoptable records management policies tailored to nonprofit organizations. The AI generates IRS-grounded retention schedules, destruction protocols, litigation hold procedures, and governance frameworks customized to your organization's structure, state requirements, and funding sources.

Drafting a legally compliant document retention policy for a nonprofit requires navigating IRS revenue procedures, state nonprofit statutes, federal grant regulations, and sector-specific requirements. Manually researching retention periods, building schedules with proper citations, and formatting a board-adoptable document can consume days of attorney or consultant time.

CaseMark automates the entire drafting process by analyzing your organization's details, state requirements, and federal obligations to produce a comprehensive retention policy in minutes. The output includes cited retention schedules, destruction protocols, litigation hold procedures, and a board-ready adoption block — all customized to your nonprofit's specific compliance landscape.

How it works

  1. 1. Upload your organization details, record inventory, and any existing retention policies

  2. 2. AI analyzes your nonprofit's structure, state requirements, and federal obligations to build a compliant framework

  3. 3. Review and customize the generated retention schedules, destruction protocols, and litigation hold procedures

  4. 4. Export the board-adoptable policy in your preferred format (DOCX, PDF)

What you get

  • Policy Header & Board Resolution Block

  • Scope & Applicability Section

  • Comprehensive Retention Schedule with Statutory Authority

  • Storage & Security Requirements

  • Document Destruction Protocols

  • Litigation Hold Procedures

  • Roles & Responsibilities

  • Review Cadence & Adoption Block

What it handles

  • IRS-grounded retention schedules with statutory citations

  • Board-adoptable format with resolution and signature blocks

  • Litigation hold procedures and destruction protocols

  • Federal grant compliance (2 CFR Part 200) integration

  • State-specific retention period adjustments

  • Role assignments for records management governance

Required documents

  • Organization Details

    Document containing the nonprofit's name, state of incorporation, operating states, EIN, tax-exempt type, and mission area

    .pdf, .docx, .txt

  • Record Inventory

    Summary of record types and volumes across paper and electronic formats

    .pdf, .docx, .xlsx

Supporting documents

  • Existing Retention Policies

    Any current retention or records management policies to be updated or replaced

    .pdf, .docx

  • Federal Grant Documentation

    Grant agreements or compliance requirements if the organization receives federal funds

    .pdf, .docx

  • Industry-Specific Regulations

    Sector-specific regulatory requirements (healthcare, education, etc.) applicable to the organization

    .pdf, .docx

Why teams use it

Eliminate hours of legal research by auto-generating retention schedules with proper statutory citations

Reduce compliance risk with policies that address IRS, state, and federal grant requirements in one document

Accelerate board adoption with professionally formatted policies including resolution blocks and signature lines

Ensure consistent records management across all personnel, formats, and locations

Questions

What types of nonprofit organizations does this policy cover?

CaseMark generates retention policies for 501(c)(3) organizations and other tax-exempt entities, including those receiving federal grants. The AI adapts the policy to your specific tax-exempt classification, mission area, and regulatory environment.

Does the policy include IRS-specific retention requirements?

Yes. CaseMark builds retention schedules grounded in IRS Revenue Procedures, Internal Revenue Code sections, and other federal authorities. Each retention period is cited to its legal basis, giving your board confidence in the policy's compliance foundation.

Can the policy account for state-specific requirements?

Absolutely. CaseMark adjusts minimum retention periods based on your state of incorporation and operating states, incorporating state nonprofit corporation statutes and other applicable state-level requirements.

How does the policy handle federal grant compliance?

If your organization receives federal funds, CaseMark automatically integrates 2 CFR Part 200 (Uniform Guidance) requirements into the retention schedule and related provisions, ensuring grant record compliance.

Is the output ready for board adoption?

CaseMark produces a board-adoptable document complete with a policy header, effective date, version number, board resolution reference, and chair signature line. You can present it directly to your board after review.

Can I incorporate our existing retention policies?

Yes. Upload your current retention or records management documents and CaseMark will analyze them alongside best practices and legal requirements to produce an updated, comprehensive policy.

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