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+%% LyX 2.0.1 created this file.  For more info, see http://www.lyx.org/.
+%% Do not edit unless you really know what you are doing.
+\documentclass[english]{article}
+\usepackage[T1]{fontenc}
+\usepackage[latin9]{inputenc}
+\usepackage{babel}
+\begin{document}
+
+\title{Software Freedom Conservancy Document Retention Policy}
+
+\maketitle
+
+\section{Purpose}
+
+Software Freedom Conservancy (``Conservancy'') has adopted a document
+retention and destruction policy (``Policy'') in order to define
+the record retention responsibilities of Conservancy officers, staff,
+and board members for maintaining and documenting the storage and
+destruction of Conservancy's documents and records.
+
+
+\section{General Guidelines}
+
+Records should not be kept if they are no longer needed for the operation
+of the business or required by law. Unnecessary records should be
+eliminated from the files. The cost of maintaining records is an expense
+which can grow unreasonably if good housekeeping is not performed.
+A mass of records also makes it more difficult to find pertinent records.
+
+From time to time, Conservancy may establish retention or destruction
+policies or schedules for additional categories of records in order
+to ensure legal compliance, and also to accomplish other objectives,
+such as cost management. Conservancy has identified several categories
+of documents that warrant special consideration; these categories
+are listed below. While Conservancy has established minimum retention
+periods for these categories, the retention of these documents - and
+of records not included in the identified categories - should be determined
+primarily by the application of the General Guidelines affecting document
+retention in this Section, as well as the exception for litigation-relevant
+records described in the next Section and any other pertinent factors.
+
+
+\section{Exception for GPL Compliance and Litigation-Relevant Documents}
+
+Conservancy expects all staff, officers, board members, and PLCs to
+comply fully with this Policy and any other written document retention
+policies, with the following notable exception to any stated destruction
+schedule: if you believe, or if Conservancy informs you, that certain
+Conservancy and/or Project records relate to efforts to bring companies
+into compliance with the General Public License, enforcing the GPL,
+or in some way relates to litigation or potential litigation (i.e.,
+a dispute that could result in litigation), then you \textbf{must}
+preserve those records until it is determined that the records are
+no longer needed. That exception supersedes any previously or subsequently
+established destruction schedule for those records.
+
+
+\section{Document Storage Methods}
+
+All Conservancy documents are stored electronically in a version-controlled
+repository on a remote server that is backed up to drives on our local
+premises, with the following exceptions: 
+\begin{itemize}
+\item Conservancy stores all e-mails are stored on a separate e-mail server
+\item Conservancy retains hard copies of all contracts executed with parties
+outside of the United States for at least the full term of each contract
+\end{itemize}
+
+\section{Minimum Retention Periods for Conservancy Documents}
+
+
+\subsection{Organizational Documents 	}
+
+The following records should be retained permanently:
+\begin{itemize}
+\item Conservancy Articles of Incorporation
+\item Conservancy By-laws
+\item Conservancy's IRS Form 1023 - which is also to be made available for
+public inspection upon request
+\item Board meeting minutes
+\end{itemize}
+
+\subsection{Tax Records}
+
+Tax records should be retained for at least seven years from the date
+of filing the applicable return. These records include:
+\begin{itemize}
+\item IRS Form 990 and related schedules
+\item Financial audit letter and supporting documents
+\item Employment tax records
+\item Documents concerning payroll, expenses, proof of donor contributions
+\item Documented accounting procedures
+\end{itemize}
+
+\subsection{Financial Records}
+
+In general, Conservancy's financial records should be kept for at
+least seven years. These records include:
+\begin{itemize}
+\item Accounts payable ledgers and schedules
+\item Accounts receivable ledgers and schedules
+\item Bank reconciliations, bank statements, deposit slips and checks (except
+for as stated below)
+\item Donation records
+\item Expense reimbursement requests and supporting receipts and documentation
+\end{itemize}
+Certain important financial records are to be kept permanently. These
+records include: 
+\begin{itemize}
+\item Checks and/or proofs of payment for expenditures over US\$100,000
+\end{itemize}
+
+\subsection{Employment/Personnel Records}
+
+All employment and personnel records should be kept for at least seven
+years, with the following exceptions:
+\begin{itemize}
+\item IRS Form 990 and related schedules: at least seven years from the
+date of filing the applicable return
+\item Financial audit letter and supporting documents: at least seven years
+from the date of filing the applicable return
+\item Employment applications and related documents (including correspondence
+and CVs from prospective candidates): at least three years
+\item Employee offer letters, and confirmations of acceptance: kept permanently
+\end{itemize}
+
+\subsection{Other Corporate Records}
+
+Other corporate records shall be kept according to the schedule below:
+\begin{itemize}
+\item Insurance policies (both current and expired), claims, and related
+reports: retained permanently
+\item Press releases: retained permanently
+\item Trademark and copyright applications and registration materials: retained
+permanently
+\item Executed fiscal sponsorship agreements: retained permanently
+\item Internal strategic documents: at least three years
+\item Correspondence from Member Project liaisons re: Member Project matters,
+including disbursement requests: at least seven years
+\end{itemize}
+
+\subsection{Correspondence}
+\begin{itemize}
+\item Except as classified above, letters received in hard copy shall be
+kept for at least one year.
+\item Except as classified above, e-mail correspondence in Conservancy e-mail
+accounts shall be archived for at least one year, with the exception
+of the correspondence sent to the ``compliance@sfconservancy.org''
+account, which shall be archived for at least seven years. 
+\end{itemize}
+
+\subsection{Reports from Projects}
+
+
+\subsection{Blogs and Press Releases}
+
+Conservancy should retain permanent copies of all official Conservancy
+blogs, press releases and 
+
+
+\subsection{Contracts}
+
+Except as classified above, all contracts entered into by Conservancy
+should be retained for at least seven years from the date of filing
+the applicable return. These records include:
+\begin{itemize}
+\item IRS Form 990 and related schedules
+\item Financial audit letter and supporting documents
+\item Documents concerning payroll, expenses, proof of donor contributions
+\item Documented accounting procedures
+\end{itemize}
+
+\subsection{Software Development Contract Deliverables}
+
+All code and supporting documentation written by a developer in fulfillment
+of a contract with Conservancy should be archived electronically for
+at least three years. 
+
+
+\subsection{Presentations}
+
+All presentations, including slides, charts, and supporting visual
+aids, prepared for use by a Conservancy officer or staff member shall
+be kept for at least two years. 
+
+
+\subsection{Drafts}
+
+Notwithstanding the above, once the final copy of a document has been
+completed, the drafts may be recycled or deleted, unless they are
+documents of legal value. For documents determined to be of legal
+value, drafts containing comments shall be saved for at least two
+years, and drafts without comment may be destroyed once the final
+version is complete. 
+
+
+\section{Destruction of Documents}
+
+Conservancy reserves the right to destroy hard copies of documents
+by shredding or fire after the expiration of the applicable document
+retention schedule. Conservancy reserves the right to destroy electronic
+copies of documents by fire or other proven means to destroy such
+media after the expiration of the applicable document retention schedule.
+
+All permitted document destruction shall be halted if the organization
+is being investigated by a governmental law enforcement agency, and
+routine destruction shall not be resumed without the written approval
+of Conservancy's General Counsel or Executive Director. No documents
+will be concealed, altered, or destroyed with the intent to obstruct
+a legal investigation or litigation. 
+\end{document}
