D5240 Document Retention System 8/20/ District 5240 The Rotary Foundation Grants Document Retention System Rotary Year

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 8/20/2013

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 3 8/20/2013

D5240 Document Retention System 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 4 8/20/2013

D5240 Document Retention System 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 8/20/2013 5

D5240 Document Retention System Grant Document Retention 6 8/20/ 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 2. Club Obtains TRF Global Grant Approval D5240 Approved Grant Supporting Documents DSC Recommendation

D5240 Document Retention System 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 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 7 8/20/2013 The club folder was created by D5240 staff when the signed MOU and District 5240 addendum were received and accepted by the DRFC

D5240 Document Retention System MOU and Club Process 8 8/20/2013 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

D5240 Document Retention System Current Status 8/20/ 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

D5240 Document Retention System 10 8/20/2013 Each club has a folder in the MOU section of the document retention system to store files associated with the club

D5240 Document Retention System 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 11 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 8/20/2013 Final Report * - placed in folder by D5240 staff when grant is approved Application

D5240 Document Retention System District Grants 8/20/ 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

D5240 Document Retention System Current Status 8/20/ 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 ) 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 )

D5240 Document Retention System 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 8/20/2013 * - placed in folder by D5240 staff when grant is approved

D5240 Document Retention System Global Grants 8/20/ 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

D5240 Document Retention System Document Retention Organization 16 8/20/2013 Each type of D5240 Grant has a folder at

D5240 Document Retention System Accessing the Grants 17 8/20/ Select Foundation  Grants  Document Retention Select 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 A summary of the of each of the Grants for Rotary Year 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 District Grants. The other grant folders are accessed and maintained in the same manner as District Grants.

D5240 Document Retention System How the DG System is Organized 18 8/20/2013 There is one folder for each grant. The folder name is the identification number of the grant in the form DG nn

D5240 Document Retention System Populating the Retention System 19 8/20/2013 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.

D5240 Document Retention System Read or Download Files 20 Clicking on the file allows you to open it for viewing. You can also download it to your computer by using the Download option 8/20/2013

D5240 Document Retention System Club Access 21 8/20/2013 The primary contact on the grant will receive an 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.

D5240 Document Retention System Sharing Folders and Files 22 8/20/2013 The primary contact can invite others to access or modify the folder by clicking on “share”.

D5240 Document Retention System Managing Folders 23 8/20/2013 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.

D5240 Document Retention System Adding A Folder 24 8/20/ D5240 Document Retention System Type the name of the folder and the click Okay

D5240 Document Retention System Uploading Files 25 8/20/2013 The primary contact will be able to upload files and folders by selecting UPLOAD from the menu bar

D5240 Document Retention System Selecting Files or Folders 26 8/20/2013 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

D5240 Document Retention System Questions Send your questions or suggestions to: Nick Frankle 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 8/20/