new grants model document retention 1 district 5240 grants document retention district assembly 2013...
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New Grants ModelDocument Retention 1
District 5240District 5240Grants Document RetentionGrants Document Retention
District Assembly 2013District Assembly 2013
4/6/2013
New Grants ModelDocument Retention 2
Document RetentionDocument Retention
• Required for all documents related to qualification and grants• Retain for a minimum of five years• Provide access to The Rotary Foundation
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New Grants ModelDocument Retention
District 5240 ObjectivesDistrict 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
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New Grants ModelDocument Retention
Document RetentionDocument 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
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New Grants ModelDocument Retention
Box.comBox.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
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New Grants ModelDocument Retention
Document Retention StatusDocument 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
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New Grants ModelDocument Retention
Grant Document RetentionGrant Document Retention
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1.D5240 District Grants Subcommittee Approval
Grant Retention Folder
TRF InteractionTRF Approval Letter
3. Club Performs the
Grant
4.Club Closes the Grant
Pictures
Invoices
Inventory Control
Interim Reports
Emails
Other
Final Report
Bank Statements
Pictures
Invoices
Inventory Control
Acceptance Letter
Ledgers
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2. Club Obtains TRF Global Grant Approval
D5240 Approved Grant Supporting DocumentsDSC Recommendation
New Grants ModelDocument Retention
CLUB RECORD RETENTIONCLUB RECORD RETENTION• Club MOU • District 5240 Addendum• Resolution of the Club BOD (if required)• Grant Management Seminar Attendance• Correspondence on Club Qualification,
including emails
• Bank Information for Grant Bank Accounts• Account details
• Bank statements
• List of signatories
• Bank procedure for changing signatories
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• Club Document Retention Procedures
• Succession Plans• Reports of Misuse of Grant
Funds• Other Documentation as
Defined by the Club or by the District
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The club folder will be created by D5240 staff when the signed MOU and District 5240 addendum are received and accepted by the 2013-16 DRFC
New Grants ModelDocument Retention
MOU and Club ProcessMOU and Club Process
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Club completes and signs MOU
Club completes and signs D5240 Addendum
Club identifies Document Retentioncoordinator
Club forwards signed documents to 2013-16 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
2013-16 DRFC approves documents and sends to DR Team
DGS = District Grants Subcommittee DR= District Documents Retention Team
New Grants ModelDocument Retention
Current StatusCurrent 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
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New Grants ModelDocument Retention
DISTRICT GRANT 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*
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Vendor DocumentationQuotes for materialsReceipts and invoicesAgreements
Scholar DocumentationReceipts and invoicesAgreements
Vocational TrainingDocumentationReceipts and invoicesAgreements
Financial Bank statementsReceipts and invoicesInventory listGrant ReportsPhotosProject summaryFinal ReportApproval LetterOther Documentation
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Final Report
* - placed in folder by D5240 staff when grant is approved
New Grants ModelDocument Retention
District GrantsDistrict Grants
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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 ModelDocument Retention
Current StatusCurrent Status
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• 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 ModelDocument Retention
GLOBAL GRANTS 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 e-mail
,Approval Letter from TRF
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Vendor DocumentationQuotes for materialsReceipts and invoicesAgreementsScholar DocumentationReceipts and invoicesAgreementsCorrespondenceVocational Training Receipts and invoicesAgreements
Financial DocumentationBank statementsReceipts and invoicesInventory list
Grant ReportsPhotosProject summariesInterim ReportsFinal ReportAcceptances by TRF
Other Documents
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* - placed in folder by D5240 staff when grant is approved
New Grants ModelDocument Retention
Global GrantsGlobal Grants
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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 ModelDocument Retention
To Do NowTo Do Now• Appoint a Document Retention
Coordinator
• Plan to attend the web-based training
• Let us know if you have questions
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