Changeset - cb8250e82352
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Tony Sebro (keynote2k) - 12 years ago 2012-03-09 22:22:21
tony@sfconservancy.org
1 file changed with 20 insertions and 59 deletions:
Document-Retention/Conservancy-Document-Retention-Policy.txt
20
59
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Document-Retention/Conservancy-Document-Retention-Policy.txt
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@@ -32,22 +32,9 @@ document retention in this Section, as well as the exception for
 
litigation-relevant records described in the next Section and any
 
other pertinent factors.
 

			




	
	
	
		
 
3 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 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.


			




	
	
	
		
 

			




	
	
	
		
 
4 Document Storage Methods


			




	
	
	
		
 
This Policy does not apply to Member Project committees or community volunteers, and is only applicable to Conservancy directors, offiers, and staff members. 

			




	
	
	
		
 

			




	
	
	
		
 
3 Document Storage Methods


			




	
	
	
		
 

			




	
	
	
		
 
All Conservancy documents are stored electronically in a 

			




	
	
	
		
 
version-controlled repository on a remote server that is backed 

			




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@@ -60,9 +47,9 @@ exceptions:


			




	
	
	
		
 
  parties outside of the United States for at least the full term 

			




	
	
	
		
 
  of each contract


			




	
	
	
		
 

			




	
	
	
		
 
5 Minimum Retention Periods for Conservancy Documents


			




	
	
	
		
 
4 Minimum Retention Periods for Conservancy Documents


			




	
	
	
		
 

			




	
	
	
		
 
5.1 Organizational Documents 	

			




	
	
	
		
 
4.1 Organizational Documents 	

			




	
	
	
		
 

			




	
	
	
		
 
The following records should be retained permanently:


			




	
	
	
		
 

			




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@@ -75,7 +62,7 @@ The following records should be retained permanently:


			




	
	
	
		
 

			




	
	
	
		
 
• Board meeting minutes and supporting materials presented at Board meetings


			




	
	
	
		
 

			




	
	
	
		
 
5.2 Tax Records


			




	
	
	
		
 
4.2 Tax Records


			




	
	
	
		
 

			




	
	
	
		
 
Tax records should be retained for at least seven years from the 

			




	
	
	
		
 
date of filing the applicable return. These records include:


			




	...
	
		
 
@@ -91,7 +78,7 @@ date of filing the applicable return. These records include:


			




	
	
	
		
 

			




	
	
	
		
 
• Documented accounting procedures


			




	
	
	
		
 

			




	
	
	
		
 
5.3 Financial Records


			




	
	
	
		
 
4.3 Financial Records


			




	
	
	
		
 

			




	
	
	
		
 
In general, Conservancy's financial records should be kept for at 

			




	
	
	
		
 
least seven years. These records include:


			




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@@ -114,17 +101,11 @@ These records include:


			




	
	
	
		
 
• Checks and/or proofs of payment for expenditures over 

			




	
	
	
		
 
  US$100,000


			




	
	
	
		
 

			




	
	
	
		
 
5.4 Employment/Personnel Records


			




	
	
	
		
 
4.4 Employment/Personnel Records


			




	
	
	
		
 

			




	
	
	
		
 
All employment and personnel records should be kept for at least 

			




	
	
	
		
 
seven years, with the following exceptions:


			




	
	
	
		
 

			




	
	
	
		
 
• IRS Form 990 and related schedules: at least seven years from 

			




	
	
	
		
 
  the date of filing the applicable return


			




	
	
	
		
 

			




	
	
	
		
 
• Financial audit letter and supporting documents: at least seven 

			




	
	
	
		
 
  years from the date of filing the applicable return


			




	
	
	
		
 

			




	
	
	
		
 
• Employment applications and related documents (including 

			




	
	
	
		
 
  correspondence and CVs from prospective candidates): at least 

			




	
	
	
		
 
  three years


			




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@@ -132,7 +113,7 @@ seven years, with the following exceptions:


			




	
	
	
		
 
• Employee offer letters, and confirmations of acceptance: kept 

			




	
	
	
		
 
  permanently


			




	
	
	
		
 

			




	
	
	
		
 
5.5 Other Corporate Records


			




	
	
	
		
 
4.5 Other Corporate Records


			




	
	
	
		
 

			




	
	
	
		
 
Other corporate records shall be kept according to the schedule 

			




	
	
	
		
 
below:


			




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@@ -149,55 +130,35 @@ below:


			




	
	
	
		
 

			




	
	
	
		
 
• Internal strategic documents: at least three years


			




	
	
	
		
 

			




	
	
	
		
 
• Correspondence regarding  Member Project decisions,


			




	
	
	
		
 
• Correspondence regarding Member Project decisions,


			




	
	
	
		
 
  including disbursement requests: at least seven years


			




	
	
	
		
 

			




	
	
	
		
 
5.6 Correspondence


			




	
	
	
		
 
4.6 Correspondence


			




	
	
	
		
 

			




	
	
	
		
 
• Except as classified above, letters received in hard copy shall 

			




	
	
	
		
 
  be kept for at least one year.


			




	
	
	
		
 
  be kept for at least one year


			




	
	
	
		
 

			




	
	
	
		
 
• 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. 

			




	
	
	
		
 

			




	
	
	
		
 
5.7 Reports from Projects


			




	
	
	
		
 
  year 

			




	
	
	
		
 

			




	
	
	
		
 
5.8 Blogs and Press Releases


			




	
	
	
		
 

			




	
	
	
		
 
Conservancy should retain permanent copies of all official 

			




	
	
	
		
 
Conservancy blogs and press releases.


			




	
	
	
		
 

			




	
	
	
		
 
5.9 Contracts


			




	
	
	
		
 
4.7 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:


			




	
	
	
		
 

			




	
	
	
		
 
• IRS Form 990 and related schedules


			




	
	
	
		
 

			




	
	
	
		
 
• Financial audit letter and supporting documents


			




	
	
	
		
 

			




	
	
	
		
 
• Documents concerning payroll, expenses, proof of donor 

			




	
	
	
		
 
  contributions


			




	
	
	
		
 

			




	
	
	
		
 
• Documented accounting procedures


			




	
	
	
		
 
date of filing the applicable return. 

			




	
	
	
		
 

			




	
	
	
		
 
5.10 Software Development Contract Deliverables


			




	
	
	
		
 
4.8 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. 

			




	
	
	
		
 
Records documenting software development work in fulfillment of a contract with Conservancy should be archived electronically for at least three years. 

			




	
	
	
		
 

			




	
	
	
		
 
5.11 Presentations


			




	
	
	
		
 
4.9 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. 

			




	
	
	
		
 

			




	
	
	
		
 
5.12 Drafts


			




	
	
	
		
 
4.10 Drafts


			




	
	
	
		
 

			




	
	
	
		
 
Notwithstanding the above, once the final copy of a document has 

			




	
	
	
		
 
been completed, the drafts may be recycled or deleted, unless 

			




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@@ -206,7 +167,7 @@ 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. 

			




	
	
	
		
 

			




	
	
	
		
 
6 Destruction of Documents


			




	
	
	
		
 
5 Destruction of Documents


			




	
	
	
		
 

			




	
	
	
		
 
Conservancy reserves the right to destroy hard copies of 

			




	
	
	
		
 
documents by shredding or fire after the expiration of the 

			




        

    



    


    



    



      

      





    
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