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-%% LyX 2.0.1 created this file.  For more info, see http://www.lyx.org/.
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-\documentclass[english]{article}
-\usepackage[T1]{fontenc}
-\usepackage{babel}
-\usepackage{xunicode}
-\begin{document}
-
-\title{Software Freedom Conservancy Document Retention Policy}
-
-\maketitle
-
-\section{Purpose}
-
-Software Freedom Conservancy (``Conservancy'') has adopted a document
-retention and destruction policy (``Policy'') in order to define
-the record retention responsibilities of Conservancy officers, staff,
-and board members for maintaining and documenting the storage and
-destruction of Conservancy's documents and records.
-
-
-\section{General Guidelines}
-
-Records should not be kept if they are no longer needed for the operation
-of the business or required by law. Unnecessary records should be
-eliminated from the files. The cost of maintaining records is an expense
-which can grow unreasonably if good housekeeping is not performed.
-A mass of records also makes it more difficult to find pertinent records.
-
-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 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.
-
-
-\section{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 \textbf{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.
-
-
-\section{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: 
-\begin{itemize}
-\item Conservancy stores all e-mails are stored on a separate e-mail server
-\item Conservancy retains hard copies of all contracts executed with parties
-outside of the United States for at least the full term of each contract
-\end{itemize}
-
-\section{Minimum Retention Periods for Conservancy Documents}
-
-
-\subsection{Organizational Documents 	}
-
-The following records should be retained permanently:
-\begin{itemize}
-\item Conservancy Articles of Incorporation
-\item Conservancy By-laws
-\item Conservancy's IRS Form 1023 - which is also to be made available for
-public inspection upon request
-\item Board meeting minutes
-\end{itemize}
-
-\subsection{Tax Records}
-
-Tax records should be retained for at least seven years from the date
-of filing the applicable return. These records include:
-\begin{itemize}
-\item IRS Form 990 and related schedules
-\item Financial audit letter and supporting documents
-\item Employment tax records
-\item Documents concerning payroll, expenses, proof of donor contributions
-\item Documented accounting procedures
-\end{itemize}
-
-\subsection{Financial Records}
-
-In general, Conservancy's financial records should be kept for at
-least seven years. These records include:
-\begin{itemize}
-\item Accounts payable ledgers and schedules
-\item Accounts receivable ledgers and schedules
-\item Bank reconciliations, bank statements, deposit slips and checks (except
-for as stated below)
-\item Donation records
-\item Expense reimbursement requests and supporting receipts and documentation
-\end{itemize}
-Certain important financial records are to be kept permanently. These
-records include: 
-\begin{itemize}
-\item Checks and/or proofs of payment for expenditures over US\$100,000
-\end{itemize}
-
-\subsection{Employment/Personnel Records}
-
-All employment and personnel records should be kept for at least seven
-years, with the following exceptions:
-\begin{itemize}
-\item IRS Form 990 and related schedules: at least seven years from the
-date of filing the applicable return
-\item Financial audit letter and supporting documents: at least seven years
-from the date of filing the applicable return
-\item Employment applications and related documents (including correspondence
-and CVs from prospective candidates): at least three years
-\item Employee offer letters, and confirmations of acceptance: kept permanently
-\end{itemize}
-
-\subsection{Other Corporate Records}
-
-Other corporate records shall be kept according to the schedule below:
-\begin{itemize}
-\item Insurance policies (both current and expired), claims, and related
-reports: retained permanently
-\item Press releases: retained permanently
-\item Trademark and copyright applications and registration materials: retained
-permanently
-\item Executed fiscal sponsorship agreements: retained permanently
-\item Internal strategic documents: at least three years
-\item Correspondence from Member Project liaisons re: Member Project matters,
-including disbursement requests: at least seven years
-\end{itemize}
-
-\subsection{Correspondence}
-\begin{itemize}
-\item Except as classified above, letters received in hard copy shall be
-kept for at least one year.
-\item 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. 
-\end{itemize}
-
-\subsection{Reports from Projects}
-
-
-\subsection{Blogs and Press Releases}
-
-Conservancy should retain permanent copies of all official Conservancy
-blogs, press releases and 
-
-
-\subsection{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:
-\begin{itemize}
-\item IRS Form 990 and related schedules
-\item Financial audit letter and supporting documents
-\item Documents concerning payroll, expenses, proof of donor contributions
-\item Documented accounting procedures
-\end{itemize}
-
-\subsection{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. 
-
-
-\subsection{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. 
-
-
-\subsection{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. 
-
-
-\section{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 applicable document retention schedule.
-
-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{document}
