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Clubs frequently ask World Headquarters how long they should keep certain financial and administrative records. This varies depending on your club's individual needs. However all clubs should have a procedure in place to pass on records from one administration to the next, and for permanent storage of historical club records in a cupboard or secure location where the club meets.
Club records comprise:
- Financial records: audit reports, bank statements, cheque/deposit books, receipts (up to 7 years)
- Administrative records: correspondence, reports, membership rosters (3-4 years), minute books (permanently)
- Governance records - Club bylaws, Club Constitution, Club policies and procedures (permanently)
- Other records: Club Charter documents, including list of charter members, and club charter certificate (permanently)
Source: TIPS, July/August 2007
For archive copies of TIPS, refer to the Publications page on the Toastmasters International website.
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