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The Charities File: On Board The Shoe Box

Learn how to preserve and pass on key historical and operational charity records, documents, and information with "The Shoe Box." Organize organizational history, governing documents, legal contracts, financial records, and more.

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The Charities File: On Board The Shoe Box

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  1. The Charities File: On Board The Shoe Box

  2. 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.

  3. Key File in the Shoe Box • Organizational History • Governing Documents • Legal Contracts • Financial Records • Contact Information • Programs, Services, and Products • Archives • Insurance Policy

  4. 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.

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

  6. 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

  7. 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

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

  9. 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

  10. 7. Archives This file can include: • Annual Reports from each year • Promotional Material • Reports • Souvenirs from Special Events • Photos

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