Retention of Club Records Guidelines

This page outlines how long Toastmaster clubs should keep their records.

How long should you keep records?

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).

More Resources

Toastmasters International Club Leadership Handbook - page 35