Funders, boards, and partners ask for the same kinds of records again and again. Programs that keep them current spend less time scrambling when a report is due or a review is scheduled. This is a general checklist, not legal or accounting advice. Your funder's agreement is the final word on what you must keep.
1. The award or agreement and every amendment
Keep the signed agreement, budget, and any changes in one place. Many reporting questions are answered by what the agreement actually says.
2. A reporting and deadline calendar
List each report, its due date, who prepares it, and who approves it. A calendar that people actually look at prevents late reports.
3. Support for every expense
For each charge to a grant, keep the invoice or receipt, proof of payment, and a note on why it belongs to the program. Organize by month so any line can be found quickly.
4. Participant and attendance records
If the program serves people, record who attended and when, using a consistent form. Decide in advance who may see these records and how they are stored.
5. Written procedures
Short, plain procedures for intake, approvals, and reporting let a new volunteer or staff member continue the work without guessing.
6. A simple decision log
Note significant decisions with the date and the reason. When a question comes up a year later, the answer is written down.
If your records are scattered, a short organization project usually costs far less than the time lost during a stressful review. Pathway ID can help set up the structure, which you then run yourselves.