Remove non canonical formats
This commit is contained in:
parent
1516780882
commit
725d55f6b3
2 changed files with 0 additions and 656 deletions
|
|
@ -1,445 +0,0 @@
|
||||||
#LyX 2.0 created this file. For more info see http://www.lyx.org/
|
|
||||||
\lyxformat 413
|
|
||||||
\begin_document
|
|
||||||
\begin_header
|
|
||||||
\textclass article
|
|
||||||
\use_default_options true
|
|
||||||
\maintain_unincluded_children false
|
|
||||||
\language english
|
|
||||||
\language_package default
|
|
||||||
\inputencoding auto
|
|
||||||
\fontencoding global
|
|
||||||
\font_roman default
|
|
||||||
\font_sans default
|
|
||||||
\font_typewriter default
|
|
||||||
\font_default_family default
|
|
||||||
\use_non_tex_fonts false
|
|
||||||
\font_sc false
|
|
||||||
\font_osf false
|
|
||||||
\font_sf_scale 100
|
|
||||||
\font_tt_scale 100
|
|
||||||
|
|
||||||
\graphics default
|
|
||||||
\default_output_format default
|
|
||||||
\output_sync 0
|
|
||||||
\bibtex_command default
|
|
||||||
\index_command default
|
|
||||||
\paperfontsize default
|
|
||||||
\use_hyperref false
|
|
||||||
\papersize default
|
|
||||||
\use_geometry false
|
|
||||||
\use_amsmath 1
|
|
||||||
\use_esint 1
|
|
||||||
\use_mhchem 1
|
|
||||||
\use_mathdots 1
|
|
||||||
\cite_engine basic
|
|
||||||
\use_bibtopic false
|
|
||||||
\use_indices false
|
|
||||||
\paperorientation portrait
|
|
||||||
\suppress_date false
|
|
||||||
\use_refstyle 1
|
|
||||||
\index Index
|
|
||||||
\shortcut idx
|
|
||||||
\color #008000
|
|
||||||
\end_index
|
|
||||||
\secnumdepth 3
|
|
||||||
\tocdepth 3
|
|
||||||
\paragraph_separation indent
|
|
||||||
\paragraph_indentation default
|
|
||||||
\quotes_language english
|
|
||||||
\papercolumns 1
|
|
||||||
\papersides 1
|
|
||||||
\paperpagestyle default
|
|
||||||
\tracking_changes false
|
|
||||||
\output_changes false
|
|
||||||
\html_math_output 0
|
|
||||||
\html_css_as_file 0
|
|
||||||
\html_be_strict false
|
|
||||||
\end_header
|
|
||||||
|
|
||||||
\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
|
|
||||||
|
|
@ -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}
|
|
||||||
Loading…
Reference in a new issue