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Document-Retention/Conservancy-Document-Retention-Policy.lyx
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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/
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\lyxformat 413
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\begin_document
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\begin_header
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\end_header
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\begin_body
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\begin_layout Title
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Software Freedom Conservancy Document Retention Policy
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\end_layout
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\begin_layout Section
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Purpose
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\end_layout
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\begin_layout Standard
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Software Freedom Conservancy (
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\begin_inset Quotes eld
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\end_inset
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Conservancy
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\begin_inset Quotes erd
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\end_inset
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) has adopted a document retention and destruction policy (
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\begin_inset Quotes eld
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\end_inset
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Policy
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\begin_inset Quotes erd
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\end_inset
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) in order to define the record retention responsibilities of Conservancy
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officers, staff, and board members for maintaining and documenting the
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storage and destruction of Conservancy's documents and records.
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\end_layout
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\begin_layout Section
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General Guidelines
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\end_layout
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\begin_layout Standard
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Records should not be kept if they are no longer needed for the operation
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of the business or required by law.
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Unnecessary records should be eliminated from the files.
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The cost of maintaining records is an expense which can grow unreasonably
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if good housekeeping is not performed.
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A mass of records also makes it more difficult to find pertinent records.
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\end_layout
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\begin_layout Standard
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From time to time, Conservancy and/or Member Projects may establish retention
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or destruction policies or schedules for additional categories of records
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in order to ensure legal compliance, and also to accomplish other objectives,
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such as cost management.
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Consevancy has identified several categories of documents that warrant
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special consideration; these categories are listed below.
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While Conservancy has established minimum retention periods for these categorie
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s, the retention of these documents - and of records not included in the
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identified categories - should be determined primarily by the application
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of the General Guidelines affecting document retention in this Section,
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as well as the exception for litigation-relevant records described in the
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next Section and any other pertinent factors.
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\end_layout
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\begin_layout Section
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Exception for GPL Compliance and Litigation-Relevant Documents
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\end_layout
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\begin_layout Standard
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Conservancy expects all staff, officers, board members, and PLCs to comply
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fully with this Policy and any other written document retention policies,
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with the following notable exception to any stated destruction schedule:
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if you believe, or if Conservancy informs you, that certain Conservancy
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and/or Project records relate to efforts to bring companies into compliance
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with the General Public License, enforcing the GPL, or in some way relates
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to litigation or potential litigation (i.e., a dispute that could result
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in litigation), then you
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\series bold
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must
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\series default
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preserve those records until it is determined that the records are no longer
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needed.
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That exception supersedes any previously or subsequently established destructio
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n schedule for those records.
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\end_layout
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\begin_layout Section
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Document Storage Methods
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\end_layout
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\begin_layout Standard
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All Conservancy documents are stored electronically in a version-controlled
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repository on a remote server that is backed up to drives on our local
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premises, with the following exceptions:
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\end_layout
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\begin_layout Itemize
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Conservancy stores all e-mails are stored on a separate e-mail server
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\end_layout
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\begin_layout Itemize
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Conservancy retains hard copies of all contracts executed with parties outside
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of the United States for at least the full term of each contract
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\end_layout
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\begin_layout Section
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Minimum Retention Periods for Conservancy Documents
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\end_layout
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\begin_layout Subsection
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Organizational Documents
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\end_layout
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\begin_layout Standard
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The following records should be retained permanently:
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\end_layout
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\begin_layout Itemize
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Conservancy Articles of Incorporation
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\end_layout
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\begin_layout Itemize
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Conservancy By-laws
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\end_layout
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\begin_layout Itemize
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Conservancy's Form 1023 - which should also be available for public inspection
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upon request
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\end_layout
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\begin_layout Itemize
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Board meeting minutes
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\end_layout
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\begin_layout Subsection
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Tax Records
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\end_layout
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\begin_layout Standard
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Tax records should be retained for at least seven years from the date of
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filing the applicable return.
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These records include:
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\end_layout
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\begin_layout Itemize
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IRS Form 990 and related schedules
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\end_layout
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\begin_layout Itemize
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Financial audit letter and supporting documents
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\end_layout
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\begin_layout Itemize
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Employment tax records
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\end_layout
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\begin_layout Itemize
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Documents concerning payroll, expenses, proof of donor contributions
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\end_layout
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\begin_layout Itemize
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Documented accounting procedures
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\end_layout
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\begin_layout Subsection
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Financial Records
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\end_layout
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\begin_layout Standard
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Accounts payable ledgers and schedules should be kept for seven years.
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\end_layout
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\begin_layout Standard
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Bank reconciliations, bank statements, deposit slips and checks (unless
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for important payments and purchases) should be kept for three years.
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\end_layout
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\begin_layout Standard
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Any inventories of products, materials, and supplies and any invoices should
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be kept for seven years.
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\end_layout
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\begin_layout Itemize
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IRS Form 990 and related schedules
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\end_layout
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\begin_layout Itemize
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Financial audit letter and supporting documents
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\end_layout
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\begin_layout Itemize
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Documents concerning payroll, expenses, proof of donor contributions
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\end_layout
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\begin_layout Itemize
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Documented accounting procedures
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\end_layout
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\begin_layout Subsection
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Employment/Personnel Records
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\end_layout
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\begin_layout Standard
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All employment and personnel records should be kept for at least seven years,
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with the following exceptions:
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\end_layout
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\begin_layout Itemize
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IRS Form 990 and related schedules: at least seven years from the date of
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filing the applicable return
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\end_layout
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\begin_layout Itemize
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Financial audit letter and supporting documents: at least seven years from
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the date of filing the applicable return
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\end_layout
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\begin_layout Subsection
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Correspondence
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\end_layout
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\begin_layout Itemize
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Hard copies of letters
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\end_layout
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\begin_layout Itemize
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E-mail correspondence in Conservancy e-mail accounts shall be archived for
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a minimum of one year, with the exception of the correspondence sent to
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the
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\begin_inset Quotes eld
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\end_inset
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compliance@sfconservancy.org
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\begin_inset Quotes erd
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\end_inset
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account, which shall be archived for a minimum of seven years.
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\end_layout
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\begin_layout Subsection
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Reports from Projects
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\end_layout
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\begin_layout Subsection
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Blogs and Press Releases
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\end_layout
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\begin_layout Subsection
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Contracts
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\end_layout
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\begin_layout Standard
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All contracts entered into by Conservancy should be retained for at least
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seven years from the date of filing the applicable return.
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These records include:
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\end_layout
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\begin_layout Itemize
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IRS Form 990 and related schedules
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\end_layout
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\begin_layout Itemize
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Financial audit letter and supporting documents
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\end_layout
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\begin_layout Itemize
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Documents concerning payroll, expenses, proof of donor contributions
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\end_layout
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\begin_layout Itemize
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Documented accounting procedures
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\end_layout
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\begin_layout Subsection
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Code
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\end_layout
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\begin_layout Standard
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All source code written by a developer in fulfillment of a contract with
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Conservancy should be archived electronically for at least three years.
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\end_layout
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\begin_layout Section
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Storage of Project Documents
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\end_layout
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\begin_layout Standard
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Conservancy and PLCs
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\end_layout
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\begin_layout Section
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Destruction of Documents
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\end_layout
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\begin_layout Standard
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Software Freedom Conservancy (
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\begin_inset Quotes eld
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\end_inset
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Conservancy
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\begin_inset Quotes erd
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\end_inset
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) has adopted a document retention and destruction policy (
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\begin_inset Quotes eld
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\end_inset
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Policy
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\begin_inset Quotes erd
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\end_inset
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) in order to define the record retention responsibilities of Conservancy
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staff, board members, and Member Project Leadership Committees (
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\begin_inset Quotes eld
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\end_inset
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PLCs
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\begin_inset Quotes erd
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\end_inset
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) for maintaining and documenting the storage and destruction of Conservancy's
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documents and records.
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\end_layout
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\end_body
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\end_document
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