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Create basic categories for Scrive documents and document how each of these should be archived
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Description

To deal with off-boarding documents from Scrive I propose we set up a few broad categories of signed documents and detail where each is archived and under what circumstances it is deleted. This should include a category for any documents not fitting into any other category.

After such categories have been set up we need to make some more detailed instructions for how we ensure this is done and how we can quickly confirm, after the fact, that it has been done.


Current suggestion:

CategoryArchives atPruned in Scrive after...*Responsible **
Traktamente/ResebeslutOpadconfirmation of being received by OpadOrg. Assistant
Staff related documents (leave of absences, new contracts etc.)archived in the Personalakt folders on Chefer-DrivearchivingED/COO
Contracts for subcontractors (individuals)***archived in the Konsulter folders on Chefer-DrivearchivingED/COO
AutogiromedgivandeMedlemskap & Donationer- DrivearchivingOrg. Assistant
Receipts and REBOpadconfirmation of being received by OpadOrg. Assistant
Documents signed by individual board members ****DiariumarchivingOrg. Assistant
Signed meeting minutesDiariumarchivingOrg. Assistant
Documents that are prepared for the AGMDiariumarchivingOrg. Assistant
External reports, applications and contractsDiariumarchivingOrg. Assistant
Other documentsDiariumarchivingOrg. Assistant

*Note that pruning must never happen within less than 40 days.
**Responsible is here the person for doing the actual archiving (and therefore deletion if appropriate ). The Org. Assistant is responsible for highlighting such documents.
***For subcontractors I'm distinguishing between individuals (Chefsmappen) and larger companies (Diarium) which also reflects the relationship we have with these individuals.
****Non-financial documents (otherwise they are handled in accordance with one of the categories above). In practice this is mainly Jäv-intyg.

Event Timeline

Some initial thoughts about categories.

CategoryArchives atPruned in Scrive after...*Responsible
Traktamente/ResebeslutOpadconfirmation of being received by OpadOrg. Assistant
Staff related documents (leave of absences, new contracts etc.)archived in the Personalakt folders on Chefer-DrivearchivingED/COO
Contracts for subcontractors (individuals)archived in the Konsulter folders on Chefer-DrivearchivingED/COO
AutogiromedgivandeMedlemskap & Donationer- DrivearchivingOrg. Assistant
Signed meeting minutesDiariumarchivingOrg. Assistant
Documents signed by individual board membersDiariumarchivingOrg. Assistant
Documents that are prepared for the AGMDiariumarchivingOrg. Assistant
External reports, applications and contractsDiariumarchivingOrg. Assistant
Receipts and REBOpadconfirmation of being received by OpadOrg. Assistant
Other documentsDiariumarchivingOrg. Assistant

The first of these categories make up the majority of the documents in Scrive. The consideration around signed minutes and AGM documents is that these are often relevant to third parties (e.g. banks) for a significant time after signing.

Responsible is here the person for doing the actual archiving (and therefore deletion if appropriate ). The Org. Assistant is responsible for highlighting such documents.

For subcontractors I'm distinguishing between individuals (Chefsmappen) and larger companies (Diarium) which also reflects the relationship we have with these individuals.

*Note that pruning must never happen within less than 40 days.

@Jenny_Brandt_WMSE Since you are the main creator of Scrive documents, can you think of any other major category of documents?

I would add documents sent out to board members - a lot are the same as the ones sent out to staff. Jävs-riktlinjer etc.

I would add documents sent out to board members - a lot are the same as the ones sent out to staff. Jävs-riktlinjer etc.

Thanks! I added it above. Spontatneously I feel those should go into Diarium but could probably be pruned (i.e. deleted from Scrive afterwards). I made a distinction between documents signed by individual board members and by the board as a group (the latter are more likely to need to be digitally verifiable).

I've updated the above in accordance with the new suggestion that all signed documents are pruned /deleted sooner or later.

Moved the current suggestion to the task description and adding som clarifications around how I was thinking.

Archiving location of board member jäv-intyg (approx. Conflict of interest statements) is one I'm a bit unsure of. Historically these have ended up in EkonomiÅRStyrelse ÅR or in Diarium.

I could also see it being archived in KontorÅRStyrelse ÅR (to clarify it is not a financial document) or in (a new) CheferStyrelseÅR or if we move ahead with T242948: Revise folder structure for Ekonomi (and Kontor) and create a Diarium-drive that could possibly have a Styrelse subfolder outside of the yearly diarium structure.

After discussions the conclusion is that jäv-intyg (approx. Conflict of interest statements) should be archived in the diarium. The reason being that there is a public interest in verifying that such a statement has been required. Should someone request the info one would however have to ensure what PII can be shared.