From 725d55f6b3ab552f74c77c5d503fd9a23f931a3a Mon Sep 17 00:00:00 2001 From: "Bradley M. Kuhn" Date: Wed, 22 Feb 2012 20:11:52 +0000 Subject: [PATCH] Remove non canonical formats --- .../Conservancy-Document-Retention-Policy.lyx | 445 ------------------ .../Conservancy-Document-Retention-Policy.tex | 211 --------- 2 files changed, 656 deletions(-) delete mode 100644 Document-Retention/Conservancy-Document-Retention-Policy.lyx delete mode 100644 Document-Retention/Conservancy-Document-Retention-Policy.tex diff --git a/Document-Retention/Conservancy-Document-Retention-Policy.lyx b/Document-Retention/Conservancy-Document-Retention-Policy.lyx deleted file mode 100644 index d709399..0000000 --- a/Document-Retention/Conservancy-Document-Retention-Policy.lyx +++ /dev/null @@ -1,445 +0,0 @@ -#LyX 2.0 created this file. 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-\begin_body - -\begin_layout Title -Software Freedom Conservancy Document Retention Policy -\end_layout - -\begin_layout Section -Purpose -\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 - -) 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. -\end_layout - -\begin_layout Section -General Guidelines -\end_layout - -\begin_layout Standard -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. -\end_layout - -\begin_layout Standard -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 - 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. -\end_layout - -\begin_layout Section -Exception for GPL Compliance and Litigation-Relevant Documents -\end_layout - -\begin_layout Standard -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 -\series bold -must -\series default - preserve those records until it is determined that the records are no longer - needed. - That exception supersedes any previously or subsequently established destructio -n schedule for those records. -\end_layout - -\begin_layout Section -Document Storage Methods -\end_layout - -\begin_layout Standard -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: -\end_layout - -\begin_layout Itemize -Conservancy stores all e-mails are stored on a separate e-mail server -\end_layout - -\begin_layout Itemize -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_layout - -\begin_layout Section -Minimum Retention Periods for Conservancy Documents -\end_layout - -\begin_layout Subsection -Organizational Documents -\end_layout - -\begin_layout Standard -The following records should be retained permanently: -\end_layout - -\begin_layout Itemize -Conservancy Articles of Incorporation -\end_layout - -\begin_layout Itemize -Conservancy By-laws -\end_layout - -\begin_layout Itemize -Conservancy's IRS Form 1023 - which is also to be made available for public - inspection upon request -\end_layout - -\begin_layout Itemize -Board meeting minutes -\end_layout - -\begin_layout Subsection -Tax Records -\end_layout - -\begin_layout Standard -Tax records should be retained for at least seven years from the date of - filing the applicable return. - These records include: -\end_layout - -\begin_layout Itemize -IRS Form 990 and related schedules -\end_layout - -\begin_layout Itemize -Financial audit letter and supporting documents -\end_layout - -\begin_layout Itemize -Employment tax records -\end_layout - -\begin_layout Itemize -Documents concerning payroll, expenses, proof of donor contributions -\end_layout - -\begin_layout Itemize -Documented accounting procedures -\end_layout - -\begin_layout Subsection -Financial Records -\end_layout - -\begin_layout Standard -In general, Conservancy's financial records should be kept for at least - seven years. - These records include: -\end_layout - -\begin_layout Itemize -Accounts payable ledgers and schedules -\end_layout - -\begin_layout Itemize -Accounts receivable ledgers and schedules -\end_layout - -\begin_layout Itemize -Bank reconciliations, bank statements, deposit slips and checks (except - for as stated below) -\end_layout - -\begin_layout Itemize -Donation records -\end_layout - -\begin_layout Itemize -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 -Checks and/or proofs of payment for expenditures over US$100,000 -\end_layout - -\begin_layout Subsection -Employment/Personnel Records -\end_layout - -\begin_layout Standard -All employment and personnel records should be kept for at least seven years, - with the following exceptions: -\end_layout - -\begin_layout Itemize -IRS Form 990 and related schedules: at least seven years from the date of - filing the applicable return -\end_layout - -\begin_layout Itemize -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 -Except as classified above, letters received in hard copy shall be kept - for at least one year. -\end_layout - -\begin_layout Itemize -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 - -compliance@sfconservancy.org -\begin_inset Quotes erd -\end_inset - - account, which shall be archived for at least seven years. - -\end_layout - -\begin_layout Subsection -Reports from Projects -\end_layout - -\begin_layout Subsection -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 -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 - -\begin_layout Itemize -IRS Form 990 and related schedules -\end_layout - -\begin_layout Itemize -Financial audit letter and supporting documents -\end_layout - -\begin_layout Itemize -Documents concerning payroll, expenses, proof of donor contributions -\end_layout - -\begin_layout Itemize -Documented accounting procedures -\end_layout - -\begin_layout Subsection -Software Development Contract Deliverables -\end_layout - -\begin_layout Standard -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 Subsection -Presentations -\end_layout - -\begin_layout Standard -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 Subsection -Drafts -\end_layout - -\begin_layout Standard -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 - -\begin_layout Section -Destruction of Documents -\end_layout - -\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 - -\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 -\end_document diff --git a/Document-Retention/Conservancy-Document-Retention-Policy.tex b/Document-Retention/Conservancy-Document-Retention-Policy.tex deleted file mode 100644 index b0a175c..0000000 --- a/Document-Retention/Conservancy-Document-Retention-Policy.tex +++ /dev/null @@ -1,211 +0,0 @@ -%% LyX 2.0.1 created this file. For more info, see http://www.lyx.org/. -%% Do not edit unless you really know what you are doing. -\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}