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
+This Policy does not apply to Member Project committees or community volunteers, and is only applicable to Conservancy directors, offiers, and staff members. 
 
-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
+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. 
+  year 
 
-5.7 Reports from Projects
-
-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:
+date of filing the applicable return. 
 
-• IRS Form 990 and related schedules
+4.8 Software Development Contract Deliverables
 
-• Financial audit letter and supporting documents
+Records documenting software development work in fulfillment of a contract with Conservancy should be archived electronically for at least three years. 
 
-• Documents concerning payroll, expenses, proof of donor 
-  contributions
-
-• Documented accounting procedures
-
-5.10 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. 
-
-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