Donors
Getting Rid of Donor Records Safely
Retaining donor records is important for both tax and legal purposes, but holding onto them for too long can end up hurting both you and your generous donors. Make sure to destroy sensitive donor information following the retention period recommended by your CPA and legal departments.
Complete destruction via shredding is the only way to ensure with confidence that no one will be able to access that information ever again. Take a look at our document destruction process outlined in the How to Dispose of Contracts to understand what a thorough, accountable and transparent donor material destruction looks like.
Suggested Retention Duration for Select 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 |
Other Documents
To learn about suggested retention schedules for documents not related to donors, consult the similar tables provided in their corresponding section:
- Corporate Records
- Financial Records
- Business Taxes Records
- Personnel Records
- Management Plans and Procedures
- Contracts
Important note: These lists were written as a general guideline and are not a replacement for professional advice. Consult your CPA or a New York business attorney for specific recommendations on best practices and legal compliance requirements.
NAID Certified
Complies with and fulfills all regulatory
requirements and policies of the
National Association for Information Destruction
What People Are Saying About PROSHRED®
From speaking with Jane at the office to the arrival of the on time shredding truck and a staff member, the process was pleasant, efficient,... read moreFrom speaking with Jane at the office to the arrival of the on time shredding truck and a staff member, the process was pleasant, efficient, and very reasonably priced. I highly recommend Proshred for all your shredding needs. Great people-Great service. read less
Debbie Rose4/30/2020Very professional, occasionally they come a few days late but they are very responsive and a great company.
Emily Heron9/27/2015We have used Safe Shredding for the past 3 years after switching from a well-know competitor. They made it so easy to schedule an... read moreWe have used Safe Shredding for the past 3 years after switching from a well-know competitor. They made it so easy to schedule an appointment, book a time and they came out to shred our documents within a few days. I would highly recommend Safe Shredding for any of your shredding needs. read less
A Work9/27/2014We feel very safe in using ProShred to destroy private business documents. This comfort level comes with seeing same employee come each month to... read moreWe feel very safe in using ProShred to destroy private business documents. This comfort level comes with seeing same employee come each month to service our account since signing on years ago. He is always courteous, knowledgable, professional and happy! Tracy Curran, President J. J. Curran & Son, Inc. read less
Tracy4/27/2017The man who came to do the shredding was courteous, quick and very pleasant. He arrived on time. I didn't have a ton... read moreThe man who came to do the shredding was courteous, quick and very pleasant. He arrived on time. I didn't have a ton of shredding and yet they were pleased to make an appointment for me. It was certainly worth the money. As a matter of fact it was very reasonable, no more than it would have cost if I had taken the boxes to an off-site shredding place. I have no hesitation about recommended Safe Shredding! read less
Mary-Ann Leeb5/14/2015I use them for my company, The O'Donnell Agency, and would definitely recommend them to everyone. Their professionalism and service is impeccable. They are... read moreI use them for my company, The O'Donnell Agency, and would definitely recommend them to everyone. Their professionalism and service is impeccable. They are very reliable, always on time, and call ahead of time to let you know that they are on their way. They work very fast to get many bags of shredding out of our office. They are wonderful and I will make sure to recommend to all my friends/clients. read less
Erin Griffith9/27/2015Highly recommended...phone contact excellent, truck arrived at the scheduled time, handled our shredding quickly and professionally.
Dolores DiLeo9/27/2016
