• Records must be accurate, complete, and stored securely with access limited to those who need them for legitimate club purposes.
• No record subject to a known or reasonably anticipated investigation, claim, audit, or litigation may be destroyed until the Board authorizes release of any “legal hold.”
• Retention periods below are minimums; MIHC may keep records longer when prudent for risk management, SafeSport matters, or insurance purposes.

• Permanent retention (keep indefinitely): Articles of incorporation, bylaws and amendments, IRS determination letter, Form 1023/1023‑EZ, Board and committee minutes, major policies (including SafeSport/MAAPP, discipline, travel, conflict of interest, and this policy), and key affiliation agreements with USA Hockey and TAHA.
• 7 years: Board packets, significant correspondence regarding governance decisions, and annual Board conflict‑of‑interest disclosures and compliance certifications.

• 7 years minimum: General ledgers, journals, bank and credit card statements, canceled checks, deposit records, invoices, receipts, payroll records (if any), team fee records, vendor contracts, reimbursement forms, and financial statements.
• 7 years from filing date: Federal Form 990/990‑EZ and related workpapers, any state or local tax filings, and supporting documentation for income, expenses, and deductions.
• 3–7 years: Insurance policies (liability, D&O, accident, abuse/molestation, cyber), certificates of insurance, and claims files kept at least 3 years after policy expiration and longer if a claim or incident is pending.

• At least 10 years: Club disciplinary files related to serious on‑ice or off‑ice misconduct, including suspensions, expulsions, or actions under USA Hockey Playing Rules and Affiliate discipline policies.
• At least 10 years, and longer if advised by counsel or insurer: Any allegation, report, or investigation involving abuse, harassment, sexual misconduct, grooming, or other MAAPP/SafeSport‑covered behavior, whether substantiated or not, including correspondence with USA Hockey, TAHA, or the U.S. Center for SafeSport.
• 7 years: Routine disciplinary matters with limited impact (e.g., minor game misconducts handled solely at the rink) when not part of a broader pattern or SafeSport concern.

Because AT&T High School Hockey League historically employed the high school coaches rather than McKinney Ice Hockey Club directly, certain legacy SafeSport and background screening records for those coaches may not be in MIHC’s historical files. On a going‑forward basis, MIHC will maintain the following records for all coaches, volunteers, and staff it directly engages or is responsible for tracking:

• At least 7 years: SafeSport and MAAPP training completion records for coaches, volunteers, and staff (including training dates, provider, and proof of completion), even if the training is delivered or required through USA Hockey, TAHA, or the AT&T High School Hockey League.
• At least 7 years: Background screening confirmations and eligibility/clearance status, consistent with SafeSport, USA Hockey, and Affiliate screening requirements, including any “not eligible” determinations and subsequent reinstatement documentation where applicable.
• At least 3–5 years: Documentation of SafeSport/MAAPP communications to families (for example, policy distributions, team‑meeting slides, and emails outlining travel, locker room, and one‑on‑one interaction rules).

When USA Hockey, the U.S. Center for SafeSport, or the relevant league updates retention expectations, MIHC will revise these periods and practices as needed and will rely on league‑maintained records where the league is the employer or primary recordholder for coaches.

Because AT&T High School Hockey League historically employed the high school coaches rather than McKinney Ice Hockey Club directly, certain legacy registrations and invoices etc. on a going forward basis MIHC will maintain:

• At least 7 years: USA Hockey and league registration records, rosters, participation waivers, consent forms, and acknowledgment of key club policies.
• At least 7 years: Team invoices, payment records, scholarships/financial assistance decisions, and major team contracts (tournaments, travel agencies, hotels, ice rentals).
• 3–5 years: Routine team communications where not part of discipline, SafeSport, or financial documentation (e.g., practice reminders) stored on Crossbar or similar systems.

• Records may be stored in locked physical files, board‑controlled cloud storage, QuickBooks Online, or other managed digital systems approved by the Board.
• Access is limited by role: for example, the Treasurer and President for detailed financial records, SafeSport/Discipline leads for sensitive incident files, and the Secretary for corporate governance documents.
• Systems holding club records must use reasonable safeguards such as password protection, role‑based access, and regular backups to reduce the risk of loss or unauthorized disclosure.

• After the applicable retention period and confirmation that no legal hold applies, records may be destroyed in a manner that protects confidentiality: cross‑cut shredding for paper and secure deletion or drive destruction for electronic media.
• Destruction of sensitive categories (e.g., SafeSport, disciplinary, background checks, financial aid) must be authorized by a designated officer or committee and, when practical, logged with date, category, and method.
• Unauthorized destruction, alteration, or removal of records contrary to this policy or a legal hold may result in corrective action under the club’s governance and disciplinary procedures.