Oklahoma Region Records Retention Policy

The policy of the Oklahoma Region Volleyball Association (OKRVA) is to both manage and retain records in a fashion that complies with federal and state regulations pertaining to nonprofit organizations. The manner of management and retention will meet operational needs, while also recognizing constraints the organization faces with physical storage space. Records may be in various forms. OKRVA also continues to work toward building a more efficient process via digitization.

It is the policy of OKRVA that no one will knowingly alter, destroy, conceal, falsify, or otherwise harm any record or document for the purpose of committing any financial fraud, unethical act, or a violation of state or federal law. Additionally, no harm may be done to records with the intent of impeding, obstructing, or influencing an investigation or the proper administration of any matter within the jurisdiction of the OKRVA Board of Directors, outside investigators, or any state or federal agency. Maintaining records is primarily the role of the OKRVA office staff, with input from the region’s Board of Directors, bookkeeper, accountant, and other partners.

Records retention, as well as other nonprofit business practices, are governed by the State of Oklahoma, as well as other local, regional, and federal bodies.  Records may be kept for a longer period of time than minimum standards based on operational needs or other constraints.

Procedures Relating to Membership Information

OKRVA will retain membership records as required by law. This information includes names, addresses, contact information, and certification information of individuals who purchased an OKRVA membership. This will also include information for those who purchased single-event memberships or another membership that was not upgraded.

Information is secured and stored in the OKRVA offices.  OKRVA does not store payment information used to purchase memberships and does not have access to that information, either from past membership purchases or for memberships purchased in the current season.

Procedures Relating to Tournament Information

OKRVA is currently in the process of moving towards a more digital-driven tournament administration system.  Copies of scoresheets and rosters from approved OKRVA tournaments should be kept by the tournament director until approval from the Region office is received to dispose properly.  As OKRVA continues toward electronic administration, records will be kept in digital form for the same period of time.

OKRVA will retain membership records until the athlete has completed participation is USA Volleyball plus two years, or until the athlete has reached 18 years of age, plus two years, whichever is later.  Records of parents, coaches, chaperones associated with a youth sports team will be retained for the same length of time as athlete records are retained.

Procedures Relating to Disciplinary Information

OKRVA will retain disciplinary records for administrative violations for two years.  The OKRVA will retain disciplinary records for Flagrant/Major violations for 10 years, or as long as the OKRVA retains membership records, whichever is longer.  Should a law require preservation of records for a longer period of time, the OKRVA will retain records as required by law.

Manner of Disposition

Upon expiration of a retention period for a group of records, shredding by a licensed company specializing in information destruction is preferred.  Certificates of destruction will be maintained in the OKRVA offices each time such action is performed.