Hi Jill,
In answer to your questions, I really don't archive any AIS critical
data. I do keep copies of all vouchers and deposits made but you
have copies as well. Any motions that are proposed are available on
various AIS email sites such as AISDiscuss, AISConfer and AISVote.Â
As for back up persons, here are the names or positions"
ÂÂÂ ÂÂÂ ÂÂÂ Vouchers:ÂÂÂ Susan Boyce
ÂÂÂ ÂÂÂ ÂÂÂ Deposits/
ÂÂÂ ÂÂÂ ÂÂÂ Payments:ÂÂÂ AIS Treasurer
ÂÂÂ ÂÂÂ ÂÂÂ Reports:ÂÂÂ ÂÂÂ John Jones
ÂÂÂ ÂÂÂ ÂÂÂ Dykes Medal:Â no one right now but I believe it should
be the awards chair
ÂÂÂ ÂÂÂ ÂÂÂ Insurance:ÂÂÂ no one
If you need anything further, let me know,
Michelle
On 9/20/2011 12:27 PM, Jill Bonino wrote:
I have received several questions
recently from Officers and Committee Chairs about what AIS
paperwork they need to keep and for how long...Personally,
I have 10 boxes of Treasurer records in our garage that I
would like to offload, scan or destroy so I can have the
space!
I am working on a Records Retention Policy to go along
with the Disaster Plan. On Nov 3 I will attend a class on
non-profit accounting and hope to get the legal minimum
requirements at that time...which I will bring to the
Atlanta mtg.
In the meantime, please let me know for your
area, what kind of AIS records you have. Please
designate what documents you think should be permanently
archived for your area and what day to day documents you
work with.
ALSO, please email me with your backup procedures for
your AIS paperwork...
***Each area needs a person designated as a
backup who knows where everything is (including current
passwords) in case something happens to you.
***I need to update the Disaster Plan files for each area
as to what kind of back up you have...computer (if so,
what kind--backup disk, offsite storage??) or paper...
This update will be presented at the Atlanta Fall Board
Mtg so please get it to me no later than October
25.
Â
Thanks,
Â
Jill Bonino
1st VPÂ
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