policies Changeset - cb8250e82352 · Conservancy Kallithea

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

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Document-Retention/Conservancy-Document-Retention-Policy.txt

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@@ ... / @@ -34,18 +34,5 @@ other pertinent factors. @@
 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.
 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.
 Document Storage Methods
@@ ... / @@ -62,5 +49,5 @@ exceptions: @@
-Minimum Retention Periods for Conservancy Documents
+Minimum Retention Periods for Conservancy Documents
-.1 Organizational Documents
+.1 Organizational Documents
@@ ... / @@ -77,3 +64,3 @@ The following records should be retained permanently: @@
-.2 Tax Records
+.2 Tax Records
@@ ... / @@ -93,3 +80,3 @@ date of filing the applicable return. These records include: @@
-.3 Financial Records
+.3 Financial Records
@@ ... / @@ -116,3 +103,3 @@ These records include: @@
-.4 Employment/Personnel Records
+.4 Employment/Personnel Records
@@ ... / @@ -121,8 +108,2 @@ 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
@@ ... / @@ -134,3 +115,3 @@ seven years, with the following exceptions: @@
-.5 Other Corporate Records
+.5 Other Corporate Records
@@ ... / @@ -151,9 +132,9 @@ below: @@
-• Correspondence regarding  Member Project decisions,
 • Correspondence regarding Member Project decisions,
   including disbursement requests: at least seven years
-.6 Correspondence
+.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
@@ ... / @@ -161,14 +142,5 @@ below: @@
   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.
 .7 Reports from Projects
   year
 .8 Blogs and Press Releases
 Conservancy should retain permanent copies of all official
 Conservancy blogs and press releases.
 .9 Contracts
 .7 Contracts
@@ ... / @@ -176,20 +148,9 @@ 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.
-.10 Software Development Contract Deliverables
+.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.
-.11 Presentations
+.9 Presentations
@@ ... / @@ -199,3 +160,3 @@ member shall be kept for at least two years. @@
-.12 Drafts
+.10 Drafts
@@ ... / @@ -208,3 +169,3 @@ the final version is complete. @@
-Destruction of Documents
+Destruction of Documents

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