From a5cb48857610ab493dcc24443b518ca130836731 Mon Sep 17 00:00:00 2001
From: Tony Sebro <tony@sfconservancy.org>
Date: Tue, 21 Feb 2012 21:55:55 +0000
Subject: [PATCH]

---
 .../Conservancy-Document-Retention-Policy.lyx | 385 ++++++++++++++++++
 1 file changed, 385 insertions(+)
 create mode 100644 Document-Retention/Conservancy-Document-Retention-Policy.lyx

diff --git a/Document-Retention/Conservancy-Document-Retention-Policy.lyx b/Document-Retention/Conservancy-Document-Retention-Policy.lyx
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+#LyX 2.0 created this file. For more info see http://www.lyx.org/
+\lyxformat 413
+\begin_document
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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 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
+ 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 Form 1023 - which should also be 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
+Accounts payable ledgers and schedules should be kept for seven years.
+ 
+\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.
+ 
+\end_layout
+
+\begin_layout Standard
+Any inventories of products, materials, and supplies and any invoices should
+ be kept for seven years.
+\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
+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 Subsection
+Correspondence
+\end_layout
+
+\begin_layout Itemize
+Hard copies of letters
+\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 
+\begin_inset Quotes eld
+\end_inset
+
+compliance@sfconservancy.org
+\begin_inset Quotes erd
+\end_inset
+
+ account, which shall be archived for a minimum of seven years.
+ 
+\end_layout
+
+\begin_layout Subsection
+Reports from Projects
+\end_layout
+
+\begin_layout Subsection
+Blogs and Press Releases
+\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.
+ 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
+Code
+\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.
+ 
+\end_layout
+
+\begin_layout Section
+Storage of Project Documents
+\end_layout
+
+\begin_layout Standard
+Conservancy and PLCs 
+\end_layout
+
+\begin_layout Section
+Destruction of Documents
+\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
+ staff, board members, and Member Project Leadership Committees (
+\begin_inset Quotes eld
+\end_inset
+
+PLCs
+\begin_inset Quotes erd
+\end_inset
+
+) for maintaining and documenting the storage and destruction of Conservancy's
+ documents and records.
+\end_layout
+
+\end_body
+\end_document