diff --git a/Document-Retention/Conservancy-Document-Retention-Policy.lyx b/Document-Retention/Conservancy-Document-Retention-Policy.lyx index bc0fa7048d2d8b15a49a84cf62ead7d184b0cb1b..d7093999c42bb513548ffe52995727ff83a3f974 100644 --- a/Document-Retention/Conservancy-Document-Retention-Policy.lyx +++ b/Document-Retention/Conservancy-Document-Retention-Policy.lyx @@ -103,11 +103,10 @@ Records should not be kept if they are no longer needed for the operation \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 @@ -272,18 +275,63 @@ Financial audit letter and supporting documents: at least seven years from 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