Change Details

In T303815#9000274 we concluded that, by default, signed documents should be saved in Scrive indefinitely. However there are probably still some categories of documents which can be deleted, and there is a need to archive documents off Scrive as well. To deal with this 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.

In T303815#9000274 we concluded that, by default, signed documents should be saved in Scrive indefinitely. However there are probably still some categories of documents which can be deleted, and there is a need to archive documents off Scrive as well. To deal with this 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: | Category | Archives at | Pruned in Scrive after...`*` | Responsible `**` | | ---- | ---- | ---- | --- | | //Traktamente/Resebeslut// | Opad | confirmation of being received by Opad |Org. Assistant | | Staff related documents (leave of absences, new contracts etc.) | archived in the //Personalakt// folders on //Chefer//-Drive | archiving | ED/COO | | Contracts for subcontractors (individuals)`***` | archived in the //Konsulter// folders on //Chefer//-Drive | archiving | ED/COO | | //Autogiromedgivande// | //Medlemskap & Donationer//- Drive | archiving |Org. Assistant | | Receipts and //REB// | Opad | confirmation of being received by Opad | Org. Assistant| | Documents signed by individual board members `****` | Diarium | archiving |Org. Assistant | | Signed meeting minutes | Diarium | archiving |Org. Assistant | | Documents that are prepared for the AGM | Diarium | archiving |Org. Assistant | | External reports, applications and contracts | Diarium | archiving |Org. Assistant | | Other documents | Diarium | archiving | Org. 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//.

In T303815#9000274 we concluded that, by default, signed documents should be saved in Scrive indefinitely. However there are probably still some categories of documents which can be deleted, and there is a need to archive documents off Scrive as well. To deal with this 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: | Category | Archives at | Pruned in Scrive after...`*` | Responsible `**` | | ---- | ---- | ---- | --- | | //Traktamente/Resebeslut// | Opad | confirmation of being received by Opad |Org. Assistant | | Staff related documents (leave of absences, new contracts etc.) | archived in the //Personalakt// folders on //Chefer//-Drive | archiving | ED/COO | | Contracts for subcontractors (individuals)`***` | archived in the //Konsulter// folders on //Chefer//-Drive | archiving | ED/COO | | //Autogiromedgivande// | //Medlemskap & Donationer//- Drive | archiving |Org. Assistant | | Receipts and //REB// | Opad | confirmation of being received by Opad | Org. Assistant| | Documents signed by individual board members `****` | Diarium | archiving |Org. Assistant | | Signed meeting minutes | Diarium | archiving |Org. Assistant | | Documents that are prepared for the AGM | Diarium | archiving |Org. Assistant | | External reports, applications and contracts | Diarium | archiving |Org. Assistant | | Other documents | Diarium | archiving | Org. 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//.