District 5240 The Rotary Foundation Grants Document Retention System Rotary Year 2013-14

1. District 5240The Rotary Foundation Grants Document Retention SystemRotary Year 2013-14

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 GRANT DOCUMENT RETENTION IS PART OF STEWARDSHIP

3. 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

4. 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

5. 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

6. Grant Document Retention 1.D5240 District Grants Subcommittee Approval 3. Club Performs the Grant 4.Club Closes the Grant D5240 Approved Grant Supporting Documents DSC Recommendation Emails Final Report Pictures Bank Statements Invoices Ledgers Inventory Control Grant Retention Folder Pictures Interim Reports Invoices Inventory Control TRF Interaction TRF Approval Letter Other Acceptance Letter 2. Club Obtains TRF Global Grant Approval

7. 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 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

8. MOU and Club Process DR Team creates club folder Club completes and signs MOU Club forwards signed documents to 2013-16 DRFC DR Team assigns permissions Club completes and signs D5240 Addendum Club responsible for maintaining folder content DR Team places MOU and D5240 Addendum in club folder 2013-16 DRFC approves documents and sends to DR Team Club identifies Document Retention coordinator DR Team notifies club and DGS of new folder DGS = District Grants Subcommittee DR= District Documents Retention Team

9. Current 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 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

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

11. 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 Application Final Report • 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 * - placed in folder by D5240 staff when grant is approved

12. District Grants District Grants Committee approves grant DR Team creates DG folder Club completes grant application DR Team assigns permissions District Grants Committee notifies club Club responsible for maintaining folder content Club forwards application to DGSC DR Team places grant application in folder District Grants Committee sends approved application and supporting materials to DR Team District Grants Committee works with club on approval DR Team notifies club and DGS team of new folder DGS = District Grants Subcommittee DGSC District Grants Subcommittee Chair DR= District Documents Retention Team

13. Current Status • 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)

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

15. Global Grants Global Grants Committee approves grant DR Team creates GG folder Club completes District 5240 grant application DR Team assigns permissions Global Grants Committee notifies club Club responsible for maintaining folder content Club forwards application to DGSC DR Team places grant application in folder Global Grants Committee sends approved application and supporting materials to DR Team Global Grants Committee works with club on approval DR Team notifies club and DGS team of new folder DGS = District Grants Subcommittee DGSC District Grants Subcommittee Chair DR= District Documents Retention Team

16. Document Retention Organization Each type of D5240 Grant has a folder at www.box.com

17. Accessing the Grants 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 www.rotarydistrict5240.org Select 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 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.

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

19. Populating the Retention System 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.

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

21. Club Access 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.

22. Sharing Folders and Files The primary contact can invite others to access or modify the folder by clicking on “share”.

23. Managing Folders 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.

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

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

26. Selecting Files or Folders 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

27. Questions • Send your questions or suggestions to:Nick Frankle (nfrankle@earthlink.net) • 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