Record Keeping Requirements for Good360 Nonprofits

Nonprofits members from Good360 are required to maintain accurate and thorough records. These records ensure transparency, accountability, and compliance with auditing processes, potential security breaches, or product recalls. Good360 provides recordkeeping templates to help simplify the process for nonprofits.

Why Accurate Record Keeping is Important

1. Accountability & transparency
   Keeping detailed records helps ensure that donated products are used effectively to meet community needs. It upholds a high standard of transparency for both Good360 and its nonprofit partners.
2. Tracking impact over time
   Proper record keeping allows nonprofits to track how donations are used, providing insight into trends, areas of need, and the overall impact of the donations.
3. Facilitating reporting
   When requested, nonprofits can quickly generate detailed reports for Good360, showcasing the positive impact and ensuring compliance with Good360's donation policies.

Types of Record Keeping Reports

1. Distribution report
   • Purpose: Used to track donations made to individual families or clients.
   • Required Fields:
     • Date of distribution
     • Recipient’s name or client number
     • Type and quantity of product distributed
     • Unit of measure (e.g., carton, box, item)
     • Signature of the recipient
2. Event Distribution Report
   • Purpose: Best for tracking product distributions at events or for larger groups of recipients.
   • Required Fields:
     • Date of the event
     • Type and location of the event
     • Types of products distributed
     • Total number of people served
     • Quantity of products distributed (with units of measure)
3. Goods Received Report
   • Purpose: For nonprofits participating in Retail Match or Direct Truckload programs to track goods received.
   • Required Fields:
     • Date goods were received
     • General product description (e.g., Amazon goods, home supplies)
     • Quantity of goods received
     • Unit of measure (e.g., cartons, pallets)

Record Retention and Compliance

• Retention period: All records must be kept for a minimum of four years.
• Availability: Nonprofits must be prepared to provide these records to Good360 upon request for audits or product recalls.

Tools and Resources

To help streamline this process, Good360 offers pre-made templates for recording distribution and goods received. Nonprofits are encouraged to use these templates to ensure consistency and accuracy in reporting.

Click here to access Good360's record keeping template. 

By maintaining proper records, nonprofits can demonstrate the impact of the goods received, comply with Good360’s standards, and contribute to future donation efficiency.