From:National Information Technology Department

Date:May 30, 2013

Re:Forms Destruction Guidelines 2013

The following is a list of files which should be destroyed in 2013

Destroy forms from 2009 and earlier

C.2a / Level 2&3 authorization
C.2b / Level 2 & 3 activity/camp with overnight report
C.7a / Level 4 activity authorization and report
C.7b / Level 4 activity/camp with overnight report
C.8 / Release, waiver and assumption of risk
GS.3 / Application for extending invitations to GSUSA
IT.2 / Intent to travel internationally
IT.3 / International group trip authorization
IT.4 / International group trip Guider application
IT.5 / Parent/Guardian permission for international travel
IT.6 / Release, waiver and assumption of risk for international group travel
IT.7 / Sample guarantee of financial responsibility for international group trips
NT.1 / International events application form
NT.3 / International events camping experience
NT.4 / Confidential recommendation form for Guiders, Girl Members
NT.5 / International events reference form for Guiders, Girl Members
NT.6 / Applicant’s letter
OA.1 / Parent/Guardian information and permission to participate
OA.2a / Medication record
OA.2b / First aid treatment record
OA.3 / Wellness statement
WA.1 / Water activity authorization
OA.4 / Expectations for participation
OA.5 / Emergency response plan
OA.6 / Photo release (discontinued)
R.3 / Application for recognition of adult service awards
Scholarship applications

Destroy forms from 2011 and earlier

INS.02 / Request for proof of insurance – Levels I-II
INS.03 / Request for proof of insurance – Levels III-IV.
IT.8 / Application for WAGGGS introduction card

Destroy forms from 2007 and earlier

WA.2 / Participant Swim Test Verification
WA.3 / Group Swim Test Verification

Do not destroy

IR.1 / Image release
PRC / PRC (each submission)
S.1 / Screening Checklist (if used to confirm PRC and PRC not retained)

Destroy if member appears on Cancelled Member Destruction List

A.1 / Membership application
A.2 / Membership agreement
A.3 / Senior Branches registration, and informed consent for participation in unit meetings
A.3R / Membership renewal
A.5 / Initial girl registration, and informed consent for participation in unit meetings
A.5R / Membership renewal
A.7 / Non-Member Volunteer
T. 2, 3, 4, 6 ,13 / Trainer forms (discontinued September 2007)
Code of Conduct for All Adult Members
Conflict of Interest Protocol
Pledge of Confidentiality and Assignment of Copyright
S.1 / Screening checklist
S.2 / Interview form
S.3 / Reference check form

Destroy girl file onlyif member appears on Youth Destruction List

A.3 / Senior Branches registration, and informed consent for participation in unit meetings
A.3R / Membership renewal
A.5 / Initial girl registration, and informed consent for participation in unit meetings
A.5R / Membership renewal

For more information about records retention you can contact the national office at .