d5240 document retention system 8/20/2013 1 district 5240 the rotary foundation grants document...

D5240 Document Retention SystemD5240 Document Retention System8/20/2013 1

District 5240The Rotary Foundation Grants Document Retention System

Rotary Year 2013-14

D5240 Document Retention System 2

Document 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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D5240 Document Retention System

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

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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 unless required by laws in the host country.

• 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 are acceptable

• Documents required to be placed in the storage system have been established by the District Grants Subcommittee and are provided later in this presentation

– 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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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 at no cost to the clubs by D5240

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Grant 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

2. Club Obtains TRF Global Grant Approval

D5240 Approved Grant Supporting DocumentsDSC Recommendation


CLUB RECORD RETENTION

• Club MOU • District 5240 Addendum• Resolution of the Club BOD (if required)• Grant Management Seminar Attendance• Correspondence on Club Qualification,

including emails• Club Document Retention Procedures• Succession Plans• Reports of Misuse of Grant Funds• Other Documentation as Defined by the Club or by the District• Grant Bank Information if required

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The club folder was created by D5240 staff when the signed MOU and District 5240 addendum were received and accepted by the 2013-16 DRFC


MOU 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


Current Status

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• 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 will have the ability to add or review files in their folder

• Information on the use of the system is being sent 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

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Each club has a folder in the MOU section of the document retention system to store files associated with the club


DISTRICT GRANT RETENTION

• 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*• Notification of approval by

District Grants Committee

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• Vendor Documentation• Quotes for materials• Receipts and invoices• Agreements

• Scholar Documentation• Receipts and invoices• Agreements

• Vocational Training Teams• Documentation• Receipts and invoices• Agreements

• Financial • Bank statements• Receipts and invoices• Inventory list• Grant Reports• Photos• Project summary• Final Report• Approval Letter• Other Documentation

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Final Report

* - placed in folder by D5240 staff when grant is approved

Application


District 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 notifies club and DGS team of new folder

DR Team places grant application in folder


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


Current 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 (DG NN 2013-14)• The approved grant application and supporting documentation 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 (DG NN 2013-14)


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 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

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* - placed in folder by D5240 staff when grant is approved


Global 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 notifies club and DGS team of new folder

DR Team places grant application in folder


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


Document Retention Organization

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Each type of D5240 Grant has a folder at www.box.com


Accessing the Grants

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www.rotarydistrict5240.orgSelect Foundation Grants 2013-2014 Document Retention Select 2013-14 District or Travel Grants or MOU to download an Excel spreadsheet with status information. Click on the title of the grant to see the information in the Document Retention system

ROTARY DISTRICT 5240 DISTRICT GRANTS ROTARY YEAR 2013-14Updated As Of May 26, 2013

Grant Number Rotary Club of Title DDF Cash DDF Cash Other Grant Total Primary Contact Multiclub

Final Report Received

Check Sent Closed

DG 01 2013-2014 Santa Maria South CET - Get Dressed to Work 706 794 1,500 Jane KokkinakisTen $150 Dressed-To-Work Scholarships will be used to purchase appropriate work-related attire for ten Center for Education Training (CET) graduates in Santa Maria.

DG 02 2013-2014 Bakersfield South Meet BOB 163 163 326 John BaconOne “BOB Human Form Punching Bag for Boxing and Martial Arts” provided to a group home in Bakersfield, CA that provides psychological services to six residents at any one time.

DG 03 2013-2014 Shafter Scholarships 696 704 1,400 Patricia Stockman Scholarships primarily directed to graduating seniors from Morro Bay High SchoolDG 04 2013-2014 Withdrawn -

DG 05 2013-2014 Los Olivos Adaptive/Assistance to autism by Hidden Wings House 1,487 1,487 2,974 Joe SanguinetThis project is to support Hidden Wings in providing a master computer/server and TV monitor to provide instructor with access to autistic student's desktops for learning skills.

DG 06 2013-2014 Bakersfield South LDS Bakersfield South Stake YW Camp service project 150 150 300 Jeffrey BellMaking and supplying hygiene kits for use by women at the Alliance Against Family Violence center. Making quilts for project Linus to distribute to infants at hospitals.

DG 07 2013-2014 Bakersfield South Valley Achievement Center 102 102 204 Roger Allred Walkie Talkies for a school that teaches children through adult students who are autistic.

Lead Club Other D5240 Clubs

A summary of the of each of the Grants for Rotary Year 2013-14 and links to the folders in the Document Retention System is posted on the D5240 website and updated as needed by the District Grants Subcommittee or by the club responsible for the grant

This page and the following ones are examples using 2013-14 District Grants. The other grant folders are accessed and maintained in the same manner as District Grants.


How the DG System is Organized

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There is one folder for each grant. The folder name is the identification number of the grant in the form DG nn 2013-14.


Populating the Retention System

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Information provided by the club as part of the district grant application has been posted the in appropriate folder of the document retention system by the District Grants Subcommittee. Note that each document begins with the grant identification number.


Read or Download Files

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Clicking on the file allows you to open it for viewing. You can also download it to your computer by using the Download option

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Club Access

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The primary contact on the grant will receive an email from the Box Document Retention System indicating that they have been given access rights to the folder containing the grant information. The primary contact will be provided a link to access the folder containing the grant documents. The primary contact will be able to add, download, preview and share files related to the grant.


Sharing Folders and Files

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The primary contact can invite others to access or modify the folder by clicking on “share”.


Managing Folders

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The primary contact or any one given permission can add folders by using the upload or folder options from the box menu next to the name of the file.


Adding A Folder

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Type the name of the folder and the click Okay


Uploading Files

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The primary contact will be able to upload files and folders by selecting UPLOAD from the menu bar


Selecting Files or Folders

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Select the files or folders that you want to upload and click Open. The files will be added to the Document Retention system in the folder that you selected


Questions

• Send your questions or suggestions to:Nick Frankle ([email protected])

• FAQs and information of general interest will be uploaded to the D5240 website

• Remember – this is a work in progress. We are all learning together

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