Changeset - cb8250e82352
[Not reviewed]
0 1 0
Tony Sebro (keynote2k) - 12 years ago 2012-03-09 22:22:21
tony@sfconservancy.org
1 file changed with 20 insertions and 59 deletions:
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Document-Retention/Conservancy-Document-Retention-Policy.txt
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@@ -29,56 +29,43 @@ 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.
 

	
 
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 
 
up to drives on our local premises, with the following 
 
exceptions: 
 

	
 
• Conservancy stores all e-mails on a separate e-mail server
 

	
 
• Conservancy retains hard copies of all contracts executed with 
 
  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:
 

	
 
• Conservancy Articles of Incorporation
 

	
 
• Conservancy By-laws
 

	
 
• Conservancy's IRS Form 1023 - which is also to be made 
 
  available for public inspection upon request
 

	
 
• 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:
 

	
 
• IRS Form 990 and related schedules
 

	
...
 
@@ -88,13 +75,13 @@ date of filing the applicable return. These records include:
 

	
 
• Documents concerning payroll, expenses, proof of donor 
 
  contributions
 

	
 
• 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:
 

	
 
• Accounts payable ledgers and schedules
 

	
...
 
@@ -111,31 +98,25 @@ least seven years. These records include:
 
Certain important financial records are to be kept permanently. 
 
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
 

	
 
• 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:
 

	
 
• Insurance policies (both current and expired), claims, and 
 
  related reports: retained permanently
...
 
@@ -146,70 +127,50 @@ below:
 
  materials: retained permanently
 

	
 
• Executed fiscal sponsorship agreements: retained permanently
 

	
 
• 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 
 
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. 
 

	
 
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 
 
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 
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