policies Changeset - a5cb48857610 · Conservancy Kallithea

Changeset - a5cb48857610

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Tony Sebro (keynote2k) - 12 years ago 2012-02-21 21:55:55
tony@sfconservancy.org

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Document-Retention/Conservancy-Document-Retention-Policy.lyx

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Document-Retention/Conservancy-Document-Retention-Policy.lyx

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 new file 100644
 #LyX 2.0 created this file. For more info see http://www.lyx.org/
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 \begin_body
 \begin_layout Title
 Software Freedom Conservancy Document Retention Policy
 \end_layout
 \begin_layout Section
 Purpose
 \end_layout
 \begin_layout Standard
 Software Freedom Conservancy (
 \begin_inset Quotes eld
 \end_inset
 Conservancy
 \begin_inset Quotes erd
 \end_inset
 ) has adopted a document retention and destruction policy (
 \begin_inset Quotes eld
 \end_inset
 Policy
 \begin_inset Quotes erd
 \end_inset
 ) 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.
 \end_layout
 \begin_layout Section
 General Guidelines
 \end_layout
 \begin_layout Standard
 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.
 \end_layout
 \begin_layout Standard
 From time to time, Conservancy and/or Member Projects 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.
  Consevancy has identified several categories of documents that warrant
  special consideration; these categories are listed below.
  While Conservancy has established minimum retention periods for these categorie
 s, 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.
 \end_layout
 \begin_layout Section
 Exception for GPL Compliance and Litigation-Relevant Documents
 \end_layout
 \begin_layout Standard
 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
 \series bold
 must
 \series default
  preserve those records until it is determined that the records are no longer
  needed.
  That exception supersedes any previously or subsequently established destructio
 n schedule for those records.
 \end_layout
 \begin_layout Section
 Document Storage Methods
 \end_layout
 \begin_layout Standard
 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:
 \end_layout
 \begin_layout Itemize
 Conservancy stores all e-mails are stored on a separate e-mail server
 \end_layout
 \begin_layout Itemize
 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_layout
 \begin_layout Section
 Minimum Retention Periods for Conservancy Documents
 \end_layout
 \begin_layout Subsection
 Organizational Documents
 \end_layout
 \begin_layout Standard
 The following records should be retained permanently:
 \end_layout
 \begin_layout Itemize
 Conservancy Articles of Incorporation
 \end_layout
 \begin_layout Itemize
 Conservancy By-laws
 \end_layout
 \begin_layout Itemize
 Conservancy's Form 1023 - which should also be available for public inspection
  upon request
 \end_layout
 \begin_layout Itemize
 Board meeting minutes
 \end_layout
 \begin_layout Subsection
 Tax Records
 \end_layout
 \begin_layout Standard
 Tax records should be retained for at least seven years from the date of
  filing the applicable return.
  These records include:
 \end_layout
 \begin_layout Itemize
 IRS Form 990 and related schedules
 \end_layout
 \begin_layout Itemize
 Financial audit letter and supporting documents
 \end_layout
 \begin_layout Itemize
 Employment tax records
 \end_layout
 \begin_layout Itemize
 Documents concerning payroll, expenses, proof of donor contributions
 \end_layout
 \begin_layout Itemize
 Documented accounting procedures
 \end_layout
 \begin_layout Subsection
 Financial Records
 \end_layout
 \begin_layout Standard
 Accounts payable ledgers and schedules should be kept for seven years.
 \end_layout
 \begin_layout Standard
 Bank reconciliations, bank statements, deposit slips and checks (unless
  for important payments and purchases) should be kept for three years.
 \end_layout
 \begin_layout Standard
 Any inventories of products, materials, and supplies and any invoices should
  be kept for seven years.
 \end_layout
 \begin_layout Itemize
 IRS Form 990 and related schedules
 \end_layout
 \begin_layout Itemize
 Financial audit letter and supporting documents
 \end_layout
 \begin_layout Itemize
 Documents concerning payroll, expenses, proof of donor contributions
 \end_layout
 \begin_layout Itemize
 Documented accounting procedures
 \end_layout
 \begin_layout Subsection
 Employment/Personnel Records
 \end_layout
 \begin_layout Standard
 All employment and personnel records should be kept for at least seven years,
  with the following exceptions:
 \end_layout
 \begin_layout Itemize
 IRS Form 990 and related schedules: at least seven years from the date of
  filing the applicable return
 \end_layout
 \begin_layout Itemize
 Financial audit letter and supporting documents: at least seven years from
  the date of filing the applicable return
 \end_layout
 \begin_layout Subsection
 Correspondence
 \end_layout
 \begin_layout Itemize
 Hard copies of letters
 \end_layout
 \begin_layout Itemize
 E-mail correspondence in Conservancy e-mail accounts shall be archived for
  a minimum of one year, with the exception of the correspondence sent to
  the
 \begin_inset Quotes eld
 \end_inset
 compliance@sfconservancy.org
 \begin_inset Quotes erd
 \end_inset
  account, which shall be archived for a minimum of seven years.
 \end_layout
 \begin_layout Subsection
 Reports from Projects
 \end_layout
 \begin_layout Subsection
 Blogs and Press Releases
 \end_layout
 \begin_layout Subsection
 Contracts
 \end_layout
 \begin_layout Standard
 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:
 \end_layout
 \begin_layout Itemize
 IRS Form 990 and related schedules
 \end_layout
 \begin_layout Itemize
 Financial audit letter and supporting documents
 \end_layout
 \begin_layout Itemize
 Documents concerning payroll, expenses, proof of donor contributions
 \end_layout
 \begin_layout Itemize
 Documented accounting procedures
 \end_layout
 \begin_layout Subsection
 Code
 \end_layout
 \begin_layout Standard
 All source code written by a developer in fulfillment of a contract with
  Conservancy should be archived electronically for at least three years.
 \end_layout
 \begin_layout Section
 Storage of Project Documents
 \end_layout
 \begin_layout Standard
 Conservancy and PLCs
 \end_layout
 \begin_layout Section
 Destruction of Documents
 \end_layout
 \begin_layout Standard
 Software Freedom Conservancy (
 \begin_inset Quotes eld
 \end_inset
 Conservancy
 \begin_inset Quotes erd
 \end_inset
 ) has adopted a document retention and destruction policy (
 \begin_inset Quotes eld
 \end_inset
 Policy
 \begin_inset Quotes erd
 \end_inset
 ) in order to define the record retention responsibilities of Conservancy
  staff, board members, and Member Project Leadership Committees (
 \begin_inset Quotes eld
 \end_inset
 PLCs
 \begin_inset Quotes erd
 \end_inset
 ) for maintaining and documenting the storage and destruction of Conservancy's
  documents and records.
 \end_layout
 \end_body
 \end_document

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