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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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