Bridget,

<How long do minors and/or their guardians have to place a claim (medical or otherwise) for this event? >

<One concern I have is the atmosphere of claiming misconduct in religious organizations several years after the event, due to the very public incidents in the Roman Catholic Church over the past few years.>

These are legal questions relating to statutes of limitations and will depend on your state.  Statutes of Limitations can be a tricky issue for retention in that the law my not describe the triggering event well.  For instance, the law may limit medical claims to 5 years after the event.  However, a plaintiffs lawyer may argue that the time period is actually triggered by knowledge of the need to claim.  If 10 years from now, it is discovered that the meeting took place in a building which exposed the children to asbestos, it could be argued that the five years starts then.

As for the second set of records, you describe anticipation of possible litigation.  While not a direct threat, your organization has to set it's risk tolerance level for such a threat.  Once again, legal counsel is the best way to determine retention.
 
Doug Smith
202-719-4455


       
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