Statement of Policy on Document Retention of
SEARCH AND CARE, INC.

As Adopted by the Board of Directors on December 8, 2009

The records of Search and Care, Inc. (the “Agency”) are a valuable asset and, as such, must be managed with care. Some records provide a history of the Agency’s development and activities. In addition, certain records must be retained for legal reasons. General principles: 1) Documents relating to the formation of the Agency should be kept in perpetuity; 2) Documents relating to tax issues should be kept for seven years.

The list below of records to be maintained is not exclusive. Any question about whether, where or for how long any records should be kept should be addressed to the Agency’s Executive Director or a member of the Audit Committee of the Agency’s Board of Directors.

The list below of records to be maintained is not exclusive. Any question about whether, where or for how long any records should be kept should be addressed to the Agency’s Executive Director or a member of the Audit Committee of the Agency’s Board of Directors.

All directors, officers and staff members must comply with the rules in this Document Retention Policy.

Notwithstanding anything herein, no Agency director, officer or staff member shall knowingly alter, destroy, cover-up, falsify, mutilate, conceal or remove from Agency premises any record, document, object or other evidence in any form, with the intent to obstruct, influence or impair the integrity or availability of such evidence for authorities, Agency management or other investigative bodies, whether such proceeding is underway or can reasonably be expected to occur.

Legal Documents: 1) By-laws—Permanent; 2) Certificate of Incorporation—Permanent; 3) Tax Exempt Certificate and related correspondence—Permanent; 4) Minute Books, including resolutions adopted and budgets approved—Permanent; 5) IRS Determination Letter—Permanent; 6) Litigation Records—Permanent.

Financial Statements: 1) Audited Financial Statements—Permanent; 2) IRS Reports (990, W-2, 1099, FICA)—Permanent; 3) State Tax Filings—Permanent; 4) Audit records—Permanent;

Financial Documents: 1) General ledgers and year-end journal entries—Permanent; 2) Records of Assets received—Permanent; 3) Pension Plan records—Permanent; 4) Payroll journals and supporting documentation—10 years; 5) Bank statements and reconciliations—7 years; 6) Cancelled checks—7 years; 7) Cash receipts and disbursement journals—7 years; 8) Accounts receivable and payable ledgers—7 years; 9) Invoices—7 years.

Personnel Records: 1) Name, address, social security number, date of birth, occupation, rate of pay, weekly compensation of employees—Permanent; 2) Records of Worker Injury or Illness—10 years; 3) New York State Unemployment Records—7 years; 4) Other personnel records, including employment applications, references, employment contracts, performance appraisals, salary history, attendance, sick and vacation leave for employees—7 years after termination of employment; 5) Employment applications or resumes of individuals not hired for announced positions. (Unsolicited resumes are discarded)—6 months.

Investment Records: 1) Custodian Year-end reports—Permanent; 2) Custodian monthly reports—7 years; 3) Manager reports—3 years; 4) Investment Agreements—7 years after expiration.

Development-Related Items: 1) Grant contracts—Permanent; 2) Grant correspondence—7 years; 3) Individual donor files—7 years; 4) Direct mail, solicitation letters and general marketing materials—7 years

Other: 1) Legal and important correspondence—Permanent; 2) General correspondence—3 years; 3) Contracts—7 years past termination date; 4) Capitalized Property and Fixed Asset records—Permanent; 5) Insurance Policies (after expired)—Permanent; 6) Insurance claims (after settled)—7 years; 7) Leases (after expired)—7 years; 8) Copyright permissions for uses of others’ copyrighted material—Permanent; 9) Permissions to use photographs from subjects—Permanent; 10) Copyrights and Trademarks—Permanent; 11) Website pages—Permanent.

The following may be discarded at the discretion of the Board and staff: 1) Unimportant letters and notes requiring no acknowledgement or follow-up, such as form letters, notes of appreciation or congratulations, letters of transmittal and plans for meetings; 2) Change of address or position notifications; 3) Unsolicited proposals, brochures or annual reports received from other parties, newsletters, press releases or copies of papers or speeches; 4) Invitations to attend and/or participate in meetings, seminars, workshops; and routine responses to inquiries.