diff --git a/Document-Retention/Conservancy-Document-Retention-Policy.txt b/Document-Retention/Conservancy-Document-Retention-Policy.txt index 5e0afe51e4bac4a2b5c7a183f1f2a12a01a05dec..4c33a080a1580d3409e021aa97d4b83cb02da49e 100644 --- a/Document-Retention/Conservancy-Document-Retention-Policy.txt +++ b/Document-Retention/Conservancy-Document-Retention-Policy.txt @@ -32,22 +32,9 @@ 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 @@ -60,9 +47,9 @@ exceptions: 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: @@ -75,7 +62,7 @@ The following records should be retained permanently: • 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: @@ -91,7 +78,7 @@ date of filing the applicable return. These records include: • 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: @@ -114,17 +101,11 @@ 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 @@ -132,7 +113,7 @@ seven years, with the following exceptions: • 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: @@ -149,55 +130,35 @@ below: • 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 @@ -206,7 +167,7 @@ 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