The Charities File: On Board The Shoe Box 12009/08/05

What is “The Shoe Box” The Shoe Box represents the records, documents and information that are key to charity’s history and operations that need to be preserved and passed on. The Shoe Box can be an actual box, filing cabinet, or other place and it can be a CD or travel drive with electronic files stored for back-up purposes. 2009/08/05 2

Key File in the Shoe Box 1.Organizational History 2.Governing Documents 3.Legal Contracts 4.Financial Records 5.Contact Information 6.Programs, Services, and Products 7.Archives 8.Insurance Policy 2009/08/053

1. Organizational History This can be in the form of a narrative that describes: Why the charity was formed Key players, drivers, supporters Initial sources of funding Milestones including:  Dates of founding meetings, incorporation, charitable status, locations etc. 2009/08/054

2. Governing Documents Articles of Incorporation Letters Patent Objects, mission, mandate Constitution Bylaws Policies Key correspondence with regulators 2009/08/055 (Do you know who your “Registered Agent” is?)

3. Legal Contracts Leases Personnel Contracts Service Contracts Funding/Contribution Agreements Membership Agreements Memoranda of Understanding Letters confirming financial arrangements, collaborative relationships, or other issues key to the functioning of the organization 2009/08/056

4. Financial Records This includes records of accounts (generally kept for 5-7 years), copies of charitable receipts (kept for a minimum of 2 years), annual financial statements, and Registered Charity Information Return (T3010A/B). Become familiar with requirements from: Provincial/territorial incorporations and societies acts Generally Accepted Accounting Principles Canada Revenue Agency & other regulators Funders Accreditation bodies 2009/08/057

5. Contact Information Contact information of key contacts including:  Members, participants, clients  Funders, donors, supporters  Volunteers  Paid employees  Service-Providers  Consultants 2009/08/058 Remember that privacy laws must be respected and to keep a duplicate of all information in a second location.

6. Programs, Services, & Products If you had to start all over again, this file should contain: Manuals and Guides Templates and Samples Procedures and Check-lists Master Copies of Key Documents 2009/08/059

7. Archives This file can include: Annual Reports from each year Promotional Material Reports Souvenirs from Special Events Photos 2009/08/0510