A standardized file folder naming system, for both electronic and hard copy/paper documents, has many benefits that go beyond making it easier to find things, such as efficiency in training new staff, and reduced misfiling.
Below is an overview of the system used by Strauss for association record keeping that you might find valuable as a benchmark for your association. As well, a sample of the electronic file structure that our office uses is at the end of this article.
Paper Documents
We do not archive electronic files; however, when it comes to the paper records, as Kenny Rogers wrote in The Gambler, “You’ve got to know when to hold ’em, know when to fold ’em.”
Record Retention Schedule
Regardless of the above reference, Strauss does not gamble when it comes to creating, collecting, and maintaining records for its association management and event management clients.
The following is our record retention schedule:
| Conferences | |
| Agendas | 3 years |
| Brochures | Permanently |
| Conference Insurance | 3 years |
| Convention Contracts | 7 years |
| Food & Beverage Contracts | 3 years |
| Hotel Contracts | 7 years |
| Programs | Permanently |
| Registration Packets | 3 years |
| Registrations | 5 years |
| Remarks | 3 years |
| Speakers | 3 years |
| Sponsors | 3 years |
| Monthly/Annual Events | |
| Agendas | 3 years |
| Brochures | Permanently |
| Correspondence/Notes | 3 years |
| Facility Contracts | 3 years |
| Food & Beverage Contracts | 3 years |
| Programs | Permanently |
| Registrations | 3 years |
| Remarks/Correspondence | 3 years |
| Speakers | 3 years |
| Sponsors | 3 years |
| Board/Committees | |
| Action items/Agendas | Permanently |
| Correspondence | 3 years |
| Minutes | Permanently |
| Reports | 3 years |
| Strategic Plan | Permanently |
| Finance | |
| Audit/Agreed upon procedures | Permanently |
| Budgets | Permanently |
| Charts of Accounts | Permanently |
| Investment Reports | Permanently |
| Monthly Statements/Reports | Permanently |
| Publication sales | 7 years |
| Canada Revenue Agency Correspondence | Permanently |
| Cancelled Cheques and Bank Statements | 7 years |
| Sponsorship | 7 years |
| Annual reports | Permanently |
| General | |
| Articles of Incorporation | Permanently |
| Commercial General Insurance (CGL) | Permanently |
| Directors and Officers Insurance (D&O) | 3 years |
| Legislative | 7 years |
| Related Organizations | 3 years |
| Historical Strategic Planning Documents | 3 years |
| Current Strategic Plan (see also committees) | Permanently |
| Current Vision/Mission | Permanently |
| Agreement for Services (client contract) | Permanently |
| Contracts/Advertising contracts | 7 years |
| Telephone logs | 3 years |
| Grants | |
| Contracts | 7 years |
| Correspondence | 3 years |
| Reports (including financials) | 7 years |
| Proposals | 5 years |
| Media/Public Relations | |
| Clipping Service | 7 years |
| Correspondence | 3 years |
| Reports (including financials) | 7 years |
| Proposals | 5 years |
| Members | |
| Applications | 3 years |
| Award Nominations | 3 years |
| Correspondence | 3 years |
| Scholarship information | 3 years |
| Publications | |
| Correspondence | 3 years |
| Draft Copies | 3 years |
| Final Draft | 3 years |
| Final Printed Copies | Permanently |
| Media Kit (2 Copies) | Permanently |
Security
Sensitive Data: All emails or printed hard copy paper containing customers’ financial information including credit cards numbers are never to be retained—they are to be shredded after the information has been used to process a payment to a secure website:
Sending: Credit card numbers should not be sent by email; if you need to provide a credit card number, communicate it by phone, or send it by fax with the understanding that it will be destroyed after it has been used once.
Receiving: Ask anyone who must provide you with a credit card number to either give it to you on the phone, or send it by fax; this information is to be shredded after it has been used once.
Financial Records: All financial records should be secured by a password; access to the password should be limited on a need-to-know basis. The level of access can be limited; the most limited access is “read with no ability to make any changes.”
Electronic: All data is backed up on a scheduled basis and is maintained in offsite storage to protect data in case of damage to the building.
Sample Electronic File Structure
The following are the electronic folders we use:
Board of Directors
– By Year
– Meetings (Agendas, Minutes, Travel, etc.)
– Elections
– Strategic Plan
– By Year
Chapters
Committees
– Specific Key Committees
– Nominating
– Membership
Conference/Symposium
– By Year
-Exhibitors
– Sponsors
– Speakers
– Weekly/Monthly Reports
– Invoices
– RFQs
– Name Badges
– Final Report
Bank Deposits
– By Month and Year
Financial
– By Year
– Vouchers
– Expense Reports
– Budgets
– Monthly Financials
– Permanent Financial Documents
– T1044 (Not-For-Profit Return)/T3010 (Charitable Return)
– GST/HST Return
Marketing
– Publications
– Logos/Artwork
Meetings
– By Year
– Annual
– Timelines
– Budgets
– Programs
– Speakers
– Abstracts
– Mid-Year
– Regional
– Chapter
Membership
Permanent Records
– Bylaws
– CRA Correspondence
– Contracts
– Insurance Policies
– Trademarks
– Copyright Information
Photos
– By Year
– By Event (Meetings, etc.)
Policies and Procedures
Projects by Specific Name
Reference Material
– Articles
Sponsorship-Development-Fundraising
Website
As an association management company and as event managers, we present the above article for informational purposes only. It constitutes general information and does not constitute legal, insurance, or other professional advice.