New Grants Model Document Retention 1 District 5240 Grants Document Retention District Assembly /6/2013

New Grants Model Document Retention 2 Required for all documents related to qualification and grants Retain for a minimum of five years Provide access to The Rotary Foundation 4/6/2013

New Grants Model Document Retention District 5240 Objectives Meet the requirements for document storage and retention established by The Rotary Foundation Provide an easy and standardized method for clubs to include their documents in the storage system Facilitate access to documents that should be available to all Rotarians Ensure the integrity of the information in the storage system Secure those documents containing financial or personal data that are required to be protected Provide an audit trail for document storage and retention Minimize cost 3 4/6/2013

New Grants Model Document Retention District 5240 is establishing a document retention policy based on the third party service provider Box.com Documents in electronic form only. No requirement for paper copies All documents stored as PDF for ease of use and to prevent changes Received as PDF from another source Created from other systems such as Microsoft Office Scanned as PDF Pictures in.jpg format Documents required to be placed in the storage system are being established by the District Grants Subcommittee The district may determine that it wants to retain for its records more information than that required by The Rotary Foundation Clubs may retain additional documents Documents may not be removed from the storage system except in accordance with TRF or District destruction policies 4 4/6/2013

New Grants Model Document Retention Box.com Box.com provides businesses with the simplest solution to share, access and manage their information Box.com provides storage, security, backup, disaster recovery and tools for managing documents Grant document retention services are being provided to the clubs by D5240 4/6/2013 5

New Grants Model Document Retention Document Retention Status Box.com service agreement is in place DR Coordinators in each region being confirmed Establishing audit/compliance process Scheduling web based training Clubs can request access to the system for their own club information 4/6/2013 6

New Grants Model Document Retention Grant Document Retention 7 1.D5240 District Grants Subcommittee Approval Grant Retention Folder TRF Interaction TRF Approval Letter 3. Club Performs the Grant 4.Club Closes the Grant Pictures Invoices Inventory Control Interim Reports s Other Final Report Bank Statements Pictures Invoices Inventory Control Acceptance Letter Ledgers 4/6/ Club Obtains TRF Global Grant Approval D5240 Approved Grant Supporting Documents DSC Recommendation

New Grants Model Document Retention CLUB RECORD RETENTION Club MOU District 5240 Addendum Resolution of the Club BOD (if required) Grant Management Seminar Attendance Correspondence on Club Qualification, including s Bank Information for Grant Ban k Accounts Account details Bank statements List of signatories Bank procedure for changing signatories 8 Club Document Retention Procedures Succession Plans Reports of Misuse of Grant Funds Other Documentation as Defined by the Club or by the District 4/6/2013 The club folder will be created by D5240 staff when the signed MOU and District 5240 addendum are received and accepted by the DRFC

New Grants Model Document Retention MOU and Club Process 4/6/ Club completes and signs MOU Club completes and signs D5240 Addendum Club identifies Document Retention coordinator Club forwards signed documents to DRFC DR Team creates club folder DR Team assigns permissions DR Team notifies club and DGS of new folder DR Team places MOU and D5240 Addendum in club folder Club responsible for maintaining folder content DRFC approves documents and sends to DR Team DGS = District Grants Subcommittee DR= District Documents Retention Team

New Grants Model Document Retention Current Status Folders in the document retention system have been created for all clubs that have submitted signed MOUs and District Addendums The TRF MOU and D5240 Addendum have been placed in the club’s folder. The originating club has ability to add or review files in their folder Information on the use of the system is beingsent to current club Presidents and PEs Read only access to the folders is available using the information posted in the District website Note: any file placed in a club folder should begin with the name of the club for identification purposes 4/6/

New Grants Model Document Retention DISTRICT GRANT RETENTION Application District Grant Application* Needs Assessments* Cooperating Organization Information* Club DDF Transfer Forms* Club Cash Contribution Forms* Quotes for materials* Information required by the district grants subcommittee* 11 Vendor Documentation Quotes for materials Receipts and invoices Agreements Scholar Documentation Receipts and invoices Agreements Vocational Training Documentation Receipts and invoices Agreements Financial Bank statements Receipts and invoices Inventory list Grant Reports Photos Project summary Final Report Approval Letter Other Documentation 4/6/2013 Final Report * - placed in folder by D5240 staff when grant is approved

New Grants Model Document Retention District Grants 4/6/ Club completes grant application Club forwards application to DGSC District Grants Committee works with club on approval DR Team creates DG folder DR Team assigns permissions DR Team notifies club and DGS team of new folder DR Team places grant application in folder Club responsible for maintaining folder content District Grants Committee approves grant District Grants Committee notifies club District Grants Committee sends approved application and supporting materials to DR Team DGS = District Grants Subcommittee DGSC District Grants Subcommittee Chair DR= District Documents Retention Team

New Grants Model Document Retention Current Status 4/6/ Folders in the document retention system have been created for each District Grant approved by the District Grants Subcommittee Folders are named by the D5240 Grant ID Number The approved grant application has been placed in the grant folder The originating club has ability to add or review files in the grant folder Information on the use of the system is being sent to the primary contact for the grant Read only access to the folders is available using the information posted in the District website Note: any file placed in a District Grant folder should begin with the ID number of the grant for identification purposes

New Grants Model Document Retention GLOBAL GRANTS Application District Application and any attachments* Needs Assessment* Cooperating Organization* Quotes* Cash Contribution Forms* Project Partner Correspondence* D5240 Approval Notices* TRF Grant Correspondence with TRF including ,Approval Letter from TRF 14 Vendor Documentation Quotes for materials Receipts and invoices Agreements Scholar Documentation Receipts and invoices Agreements Correspondence Vocational Training Receipts and invoices Agreements Financial Documentation Bank statements Receipts and invoices Inventory list Grant Reports Photos Project summaries Interim Reports Final Report Acceptances by TRF Other Documents 4/6/2013 * - placed in folder by D5240 staff when grant is approved

New Grants Model Document Retention Global Grants 4/6/ Club completes District 5240 grant application Club forwards application to DGSC Global Grants Committee works with club on approval DR Team creates GG folder DR Team assigns permissions DR Team notifies club and DGS team of new folder DR Team places grant application in folder Club responsible for maintaining folder content Global Grants Committee approves grant Global Grants Committee notifies club Global Grants Committee sends approved application and supporting materials to DR Team DGS = District Grants Subcommittee DGSC District Grants Subcommittee Chair DR= District Documents Retention Team

New Grants Model Document Retention To Do Now Appoint a Document Retention Coordinator Plan to attend the web-based training Let us know if you have questions 4/6/