Donation Records Retention
How to Get Rid of Donor Records Safely
Generous donors are the backbone of any nonprofit organization, and it’s important to retain records of their donations for legal and tax purposes. But when you hold onto those documents for too long, or fail to dispose of them properly, donor records could become a source of strife for you and your patrons. Your CPA or legal department can recommend a retention schedule for all of the important relevant documents, but you should also have a plan for securely disposing of donor records once they have passed their retention period.
The best way to make sure that no one will be able to access confidential information contained on paper documents is through a paper shredding service like the one provided by Proshred® Columbus. Our paper shredding services are secure, transparent, and thorough, leaving you with no doubt that your donor materials are completely destroyed and can never be reassembled.
Suggested Retention Schedule for Donor Records
| Document Type | Suggested Minimum Retention |
| Donor vouchers and reports | 7 years |
| Vouchers/receipts for donations | 7 years |
| Correspondence relating to donations | 7 years |
| End of year tax statements | Permanently |
| Chart of Accounts | Permanently |
| Checks for large or important purchases | Permanently |
| Contracts | 7 years after expiration |
| Cancelled checks | 7 years |
Important note: This list of suggested document retention times is a guideline and should not be used in lieu of consulting an attorney or CPA for more detailed information on record retention policy.
Keep Donor Information Safe with Shredding Services
Office paper shredders are a thing of the past. Not only are they noisy and cumbersome to operate, but they have fallen behind innovation in the shredding industry and are no longer the most secure option for getting rid of sensitive data. With Proshred®, you can get the most secure shredding service possible through the use of one of our mobile shredding trucks. These trucks use single-shaft rotary grinders to cut papers into hundreds of tiny pieces that, once intermingled with other shredded material within the truck, can’t be reassembled. For more information on how this secure and transparent on-site shredding service works, contact us today.
What People Are Saying About Proshred®
For $20, Proshred took my 13 gallon bag of paper and shredded it before me. Service was to the point and brief. Note the last... read moreFor $20, Proshred took my 13 gallon bag of paper and shredded it before me. Service was to the point and brief. Note the last shredding job is ar 3pm [not 4pm as stated on the Google Maps]. read less
C. Ojar8/26/2022Excellent service.
Kelly Sullivan4/21/2022Proshred was professional from getting the quote to the pick-up of the shredding, Ricardo was very friendly and accommodating. Very Happy would recommend this company.
A Forshee12/03/2021Jose & Ricardo were absolutely fantastic! They were so professional, timely, efficient and kind during delivery of our shred bin. I would recommend Proshred to... read moreJose & Ricardo were absolutely fantastic! They were so professional, timely, efficient and kind during delivery of our shred bin. I would recommend Proshred to anyone based off our phenomenal experience with these two gentlemen. read less
John Ammatuna12/03/2021We used Proshred to clean up a ton of old documents at our retail location in Hartsdale, NY. The team was extremely responsive to every... read moreWe used Proshred to clean up a ton of old documents at our retail location in Hartsdale, NY. The team was extremely responsive to every email to leading up to and following the appointment. The pair that came onsite to do the shredding were enthusiastic and efficient. It was a true pleasure to hire the team at Proshred for our project.We were able to watch the shredding from a camera on the truck to ensure our confidential documents were completely destroyed.I highly recommend Proshred for their excellent work ethic. read less
Laura Violet6/30/2021Great service at great rates. They were very accommodating to even small jobs and very convenient from all major highways for a drop off.... read moreGreat service at great rates. They were very accommodating to even small jobs and very convenient from all major highways for a drop off. Steve is very professional and the drop to payment takes only minutes. They also offer at home service, which is great for larger jobs. read less
RMM Finance Dept.12/31/2020Because of the virus my husband was cleaning out his home office, as a realtor he had documents more than 10 years old. We... read moreBecause of the virus my husband was cleaning out his home office, as a realtor he had documents more than 10 years old. We didn’t know where to go, and found Pro Shed online. We set up an appointment for drop-off with Steve. He was very accomodating, professional and courteous. When he noticed my husband’s military hat, he went out of his way to assist while still being socially distant. The documents were extremely sensitive due to the nature of my husband’s business. We now have a much more organized office, we would definitely recommend Pro Shred and Steve to other businesses,friends, and relatives! Thank you Steve! read less
Marietta Sanzo12/31/2020