Document Retention and Destruction Policy

The purpose of this policy is to help ensure that (a) necessary records and documents are adequately maintained and (b) unnecessary records that Reverb no longer needs or are of no value are discarded at the proper time.  This policy also intends to help Reverb team members understand their obligations with respect to retaining and disposing of electronic documents in their possession, including e-mails, notes, PDF documents, and all Google Docs or other formatted files.

This policy pertains to notes about clients (companies or individuals) that may be saved electronically or in a personal notebook and applies to all Reverb services. It does not pertain to content that was created/commissioned by clients, for example, workshop content, policies, handbooks, etc.

• Reverb's records and documents must be stored in a secure Reverb approved internal tool, a secure space owned and designated by the client, or the Internal Reverb Google Drive.
• Team members will not grant access to the Reverb Google Drive or access to other internal tools to accounts or users outside Reverb unless permissions have been established.
• Team members should not leave their screens and devices unattended while logged in to Reverb or client company’s accounts and tools.

As a general rule, we will keep all records for a minimum of three years. Reverb may retain certain records longer because they contain information that:

1. Serves as Reverb’s corporate memory.

2. Has enduring business value (for example, it provides a record of a business transaction, evidences Reverb's rights or obligations, protects Reverb's legal interests, or ensures operational continuity)

3. Is non-sensitive data connected to the data subject, and is necessary for our legitimate business purposes.

4. Must be kept to satisfy legal, accounting, or other regulatory requirements.

Maintenance of Employee Records

The HR department maintains both employee record information and government compliance reports for Reverb. Both are subject to the following retention requirements and destruction procedures.

The following employee information records are maintained in segregated personnel files in Reverb's secure HRIS BambooHR and Reverb’s Internal Google Drive.

1. Pre-employment testing results and background check information.

2. I-9 forms and W-4 forms

3. Benefits plan and employee medical records.

4. Health and safety records.

5. General employee personnel records

Data Destruction