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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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Workflow

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 that align with federal and state compliance requirements. The result is a professional policy document ready for board review and formal adoption.

Drafting a legally sound document retention policy for a nonprofit requires navigating a complex web of IRS requirements, state nonprofit statutes, federal grant regulations, and sector-specific rules. Most organizations either operate without a formal policy—exposing themselves to compliance risk—or spend significant attorney hours researching and drafting one from scratch.

CaseMark automates the drafting process by analyzing your organization's details, jurisdiction, and regulatory obligations to produce a comprehensive, citation-backed retention policy. The AI handles the research-intensive work of mapping document categories to statutory retention periods, while you retain full control to customize and refine the output before board presentation.

How it works

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

  2. 2. AI analyzes your nonprofit's structure, jurisdiction, and regulatory obligations to build a tailored policy

  3. 3. Review and customize the 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 Adoption Block

  • Scope & Applicability Section

  • Retention Schedule with Statutory Citations

  • Storage & Security Requirements

  • Document Destruction Protocols

  • Litigation Hold Procedures

  • Roles & Responsibilities

  • Review Cadence & Amendment Provisions

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 adjustments

  • Role assignments and review cadence framework

Required documents

  • Organization Details

    Document containing the organization's legal name, state of incorporation, operating states, EIN, and tax-exempt classification

    .pdf, .docx, .txt

  • Record Inventory

    Summary of current record types and volumes, including both paper and electronic formats

    .pdf, .docx, .xlsx

Supporting documents

  • Existing Retention Policies

    Any current retention, records management, or document destruction policies in place

    .pdf, .docx

  • Federal Grant Agreements

    Active federal grant agreements or award letters that may impose specific retention requirements

    .pdf, .docx

  • Industry-Specific Regulations

    Sector-specific regulatory guidance applicable to your mission area (healthcare, education, etc.)

    .pdf, .docx

Why teams use it

Eliminate hours of manual research into IRS retention requirements and state-specific statutes

Ensure compliance with federal grant requirements under 2 CFR Part 200

Protect your organization with built-in litigation hold and document destruction safeguards

Deliver a polished, board-ready policy with proper adoption formatting and signature blocks

Questions

What types of nonprofit organizations is this policy designed for?

CaseMark's document retention policy skill is designed for 501(c)(3) organizations and other tax-exempt entities, including those receiving federal grants. The AI tailors retention schedules based on your specific tax-exempt type, mission area, and regulatory environment.

Does the policy include IRS-specific retention requirements?

Yes. CaseMark generates retention schedules grounded in IRS authority, including Rev. Proc. 98-25, IRC § 6501, and other applicable federal requirements. Each retention period is paired with its statutory or regulatory citation for board and auditor confidence.

Can the policy account for federal grant compliance requirements?

Absolutely. If your organization receives federal funds, CaseMark incorporates 2 CFR Part 200 (Uniform Guidance) requirements into the retention schedule and related provisions, ensuring your records management meets grantor expectations.

Is the output ready for board adoption?

CaseMark produces a board-adoptable policy complete with a resolution reference, effective date, version number, chair signature line, and formal adoption block. Your board can review and adopt the policy with minimal additional formatting.

How does the policy handle litigation holds?

The generated policy includes a dedicated litigation hold section with procedures for suspending routine destruction when litigation, audits, or investigations are reasonably anticipated. This helps protect your organization from spoliation claims.

Can I customize the retention periods for my state?

Yes. CaseMark builds the initial schedule using federal minimums and best practices, then flags areas where state nonprofit corporation statutes or sector-specific regulations may require longer retention. You can adjust any period during the review step.

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