Hi,

Our club is in the process of dissolving by year-end and in
doing so we have a few questions. 1) How long does Bivio
retain our records? 2) How do we make a backup copy of our
records to our hard drive and/or CD, and if we ever need to
retrieve the records what is the process? 3) And for IRS
purposes what hard copy documents do you recommend we retain
and for how long?

Thank you,
Jennifer

Jennifer Bonar wrote:
> Our club is in the process of dissolving by year-end and in
> doing so we have a few questions. 1) How long does Bivio
> retain our records?
 
Club records are never deleted unless a club requests it. When a
club's subscription expires, all of the information including any
generated tax forms are still available to the members.
 
> 2) How do we make a backup copy of our
> records to our hard drive and/or CD, and if we ever need to
> retrieve the records what is the process?
 
A club administrator can save a backup of the club's accounting
records by selecting the 'Export Club Data' link on the
Administration / Tools page.
 
https://www.bivio.com/my-club-site/admin/tools
 
If you would ever need the information restored after your
subscription has expired, simply mail the file to support@bivio.com.
 
> 3) And for IRS
> purposes what hard copy documents do you recommend we retain
> and for how long?
 
You should keep a copy of all the tax forms filed with the IRS. This
includes the 1065, a K-1 for each member, and any attachments such as
the Schedule D. I would recommend that the information be kept for at
least 7 years after the club's last filing.
 
Paul Moeller
bivio, Inc.