policies Changeset - cfb1ef9d8f47 · Conservancy Kallithea

Changeset - cfb1ef9d8f47

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Tony Sebro (keynote2k) - 12 years ago 2012-02-22 18:59:32
tony@sfconservancy.org

3 files changed with 122 insertions and 62 deletions:

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

119

Document-Retention/Conservancy-Document-Retention-Policy.tex

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

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

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@@ ... @@
 \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
 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 categorie
 s, the retention of these documents - and of records not included in the
@@ ... / @@ -179,8 +178,8 @@ Conservancy By-laws @@
 \end_layout
 \begin_layout Itemize
 Conservancy's Form 1023 - which should also be available for public inspection
  upon request
 Conservancy's IRS Form 1023 - which is also to be made available for public
  inspection upon request
 \end_layout
 \begin_layout Itemize
@@ ... / @@ -222,35 +221,39 @@ Financial Records @@
 \end_layout
 \begin_layout Standard
 Accounts payable ledgers and schedules should be kept for seven years.
 In general, Conservancy's financial records should be kept for at least
  seven years.
  These records include:
 \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.
 \begin_layout Itemize
 Accounts payable ledgers and schedules
 \end_layout
 \begin_layout Standard
 Any inventories of products, materials, and supplies and any invoices should
  be kept for seven years.
 \begin_layout Itemize
 Accounts receivable ledgers and schedules
 \end_layout
 \begin_layout Itemize
 IRS Form 990 and related schedules
 Bank reconciliations, bank statements, deposit slips and checks (except
  for as stated below)
 \end_layout
 \begin_layout Itemize
-Financial audit letter and supporting documents
+Donation records
 \end_layout
 \begin_layout Itemize
 Documents concerning payroll, expenses, proof of donor contributions
 Expense reimbursement requests and supporting receipts and documentation
 \end_layout
 \begin_layout Standard
 Certain important financial records are to be kept permanently.
  These records include:
 \end_layout
 \begin_layout Itemize
-Documented accounting procedures
+Checks and/or proofs of payment for expenditures over US$100,000
 \end_layout
 \begin_layout Subsection
@@ ... @@
  the date of filing the applicable return
 \end_layout
 \begin_layout Itemize
 Employment applications and related documents (including correspondence
  and CVs from prospective candidates): at least three years
 \end_layout
 \begin_layout Itemize
 Employee offer letters, and confirmations of acceptance: kept permanently
 \end_layout
 \begin_layout Subsection
 Other Corporate Records
 \end_layout
 \begin_layout Standard
 Other corporate records shall be kept according to the schedule below:
 \end_layout
 \begin_layout Itemize
 Insurance policies (both current and expired), claims, and related reports:
  retained permanently
 \end_layout
 \begin_layout Itemize
 Press releases: retained permanently
 \end_layout
 \begin_layout Itemize
 Trademark and copyright applications and registration materials: retained
  permanently
 \end_layout
 \begin_layout Itemize
 Executed fiscal sponsorship agreements: retained permanently
 \end_layout
 \begin_layout Itemize
 Internal strategic documents: at least three years
 \end_layout
 \begin_layout Itemize
 Correspondence from Member Project liaisons re: Member Project matters,
  including disbursement requests: at least seven years
 \end_layout
 \begin_layout Subsection
 Correspondence
 \end_layout
 \begin_layout Itemize
 Hard copies of letters
 Except as classified above, letters received in hard copy shall be kept
  for at least one year.
 \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
 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
 \begin_inset Quotes eld
 \end_inset
@@ ... / @@ -291,7 +339,7 @@ compliance@sfconservancy.org @@
 \begin_inset Quotes erd
 \end_inset
- account, which shall be archived for a minimum of seven years.
+ account, which shall be archived for at least seven years.
 \end_layout
@@ ... / @@ -303,13 +351,19 @@ Reports from Projects @@
 Blogs and Press Releases
 \end_layout
 \begin_layout Standard
 Conservancy should retain permanent copies of all official Conservancy blogs,
  press releases and
 \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.
 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:
 \end_layout
@@ ... / @@ -330,55 +384,61 @@ Documented accounting procedures @@
 \end_layout
 \begin_layout Subsection
-Code
+Software Development Contract Deliverables
 \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.
 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.
 \end_layout
 \begin_layout Section
 Storage of Project Documents
 \begin_layout Subsection
 Presentations
 \end_layout
 \begin_layout Standard
 Conservancy and PLCs
 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.
 \end_layout
 \begin_layout Section
 Destruction of Documents
 \begin_layout Subsection
 Drafts
 \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
 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.
 \end_layout
 ) in order to define the record retention responsibilities of Conservancy
  staff, board members, and Member Project Leadership Committees (
 \begin_inset Quotes eld
 \end_inset
 \begin_layout Section
 Destruction of Documents
 \end_layout
 PLCs
 \begin_inset Quotes erd
 \end_inset
 \begin_layout Standard
 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.
 \end_layout
 ) for maintaining and documenting the storage and destruction of Conservancy's
  documents and records.
 \begin_layout Standard
 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 are to be concealed, altered, or destroyed with the intent
  to obstruct a legal investigation or litigation.
 \end_layout
 \end_body

Document-Retention/Conservancy-Document-Retention-Policy.tex

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@@ ... / @@ -2,8 +2,8 @@ @@
 %% Do not edit unless you really know what you are doing.
 \documentclass[english]{article}
 \usepackage[T1]{fontenc}
 \usepackage[latin9]{inputenc}
 \usepackage{babel}
 \usepackage{xunicode}
 \begin{document}
 \title{Software Freedom Conservancy Document Retention Policy}
@@ ... @@
 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
+are to be concealed, altered, or destroyed with the intent to obstruct
 a legal investigation or litigation.
 \end{document}

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

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Show inline comments

@@ ... / @@ -220,7 +220,7 @@ 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
+Executive Director. No documents are to be concealed, altered, or
 destroyed with the intent to obstruct a legal investigation or
 litigation.

0 comments (0 inline, 0 general)