1. NSCF Meeting in Grand Targhee ID September 2013
Record Keeping & Draft Guidance on Record Retention for Ski Councils & Clubs
NSCF Meeting in Grand Targhee ID September 2013

2. General statements about record keeping
Good records help you monitor the progress of your organization, i.e, you know where you’ve been and where you are.
Good records are necessary to comply with financial reporting requirements (IRS tax returns, etc…)
Good records (especially for a social organization) are desired for sentimental and historical purposes

3. Methods of Record Storage
Pros
Cons
Hard Copy
Easy
No computer skills needed
Need space to store records, such as the personal home of officer/chair or rented space.
Need to transfer the “stuff” when change officers, or new officers need to be aware of where they are if records are not relocated
Electronic
Small amount of physical space needed
Can save money if council/club was previously renting space for storage of boxes
Varying technical skills among the volunteers who are the officers/ chairs.

4. Present day (from last year’s discussion)
Most councils/ clubs have old (& new) hard copy records stored in boxes that are kept in someone’s home or rented space

5. Challenge with boxes If you tend to keep everything…
Space becomes an issue –
Where do you put it all?

6. Present day…
Councils & Clubs have started keeping electronic records

7. We all want to effectively manage records with minimal time & effort

8. Electronic Storage Google Drive (aka Google Docs) SkyDrive Drop Box
Google provides15 GB of online storage for free to individuals, $5 per month for businesses
SkyDrive
A Microsoft product that provides 7 GB of free storage
Drop Box
Used for file sharing & collaboration
Service provides 2 GB of free storage

9. Electronic storage can save money
Example: Austin Ski Club was spending about $500 a year to rent a locker to store boxes of records. Last year they decided to convert the records to digital format to save money. A team of 3 people sorted through the documents to discard the unneeded documents. They took the remaining boxes to a service that scanned the documents and put them on a flash drive. The fee was about $500. While that did not save them any money the first year, they no longer have that expense. All financial records, such as transaction forms and receipts are submitted by with the documentation already in a digital format. The Treasurer uses Google Drive to store the needed documents. It is free, quick and easy.

10. Member Management Services
Wild Apricot & Club Express:
Are cloud based
Service providers backs everything up
People can complete forms on-line for membership and trips
Service provides low tech interface, making it easier for council/ clubs to manage and host the website, provide ability to do blasts and record trip financial transactions
Price depends on the size of membership database

11. Financial Bank Automation Quick Books
Many banks now offer convenience with electronic banking, e.g., bank statements, deposits using a “deposit only” ATM card, transfer, etc.
Quick Books
Electronic program for keeping financial records and generating reports

12. Record Retention
Good housekeeping of records on a regular basis is good for keeping organized

13. Less can be More
“The more you have, the more you are occupied. The less you have, the more free you are.”
Mother Teresa
“When you have cleared all of your clutter, you can be of greater service to those around you.”
Michael B. Kitson

14. House keeping & Record Retention
What if you inadvertently throw out something critical?
How do you know what to discard and what to save?
A Record Retention Policy will let everyone involved in the organization know what to save, what to archive, and what to shred – and when.
There is no current guidance to help ski councils/ clubs develop a Record Retention Policy

15. Record Retention
A document retention and destruction policy identifies the record retention responsibilities of staff, volunteers, board members, and outsiders for maintaining and documenting the storage and destruction of the organization’s documents and records
nonprofits.org/document-retention-policies

16. Record Retention
Having a written policy, and regular business practice of document destruction according to a schedule, lets people know what documents to retain and for how long.
Such a policy is not only a prudent practice but also sound risk management.

17. Record Retention
“The process of developing a document retention policy involves: (1) Identifying what types of paperwork (and electronic files) your nonprofit generates; (2) Determining the appropriate (and legal) length of time to retain them; and (3) Recording those retention times on a written schedule.”
nonprofits.org/document-retention-policies

18. If/when you eliminate a record…
please destroy (shred or burn)
Members’ personal information
& banking information are in those records

19. Discussion & Collaboration
Let’s look at the Draft Guidance on Record Retention for Ski Councils & Clubs

20. Finalizing the Guide
Please your comments and suggested changes to Pam Korenewych at by November 1, 2013