Wikimedia Foundation Governance Wiki foundationwiki https://foundation.wikimedia.org/wiki/Home MediaWiki 1.45.0-wmf.9 first-letter Media Special Talk User User talk Wikimedia Wikimedia talk File File talk MediaWiki MediaWiki talk Template Template talk Help Help talk Category Category talk Resolution Resolution talk Legal Legal talk Minutes Minutes talk Policy Policy talk Endowment Endowment talk Agenda Agenda talk Archive Archive talk Memory Memory talk Committee Committee talk Campaign Campaign talk TimedText TimedText talk Module Module talk Translations Translations talk 108 174457 519903 519736 2025-07-08T15:51:11Z Ameisenigel 1143 Created page with "=== A. Das Wikimedia Endowment muss Informationen aufbewahren, die (1) gesetzlich vorgeschriebenen Aufbewahrungsfristen oder (2) geschäftlichen/betrieblichen Erfordernissen unterliegen ===" 519903 wikitext text/x-wiki <languages />{{Help translate/Endowment}} {{Policy-endowment}} <span id="I._Purpose"></span> == I. Zweck == Diese Richtlinie beschreibt, wie das Wikimedia Endowment ("Wikimedia" oder "Endowment") die systematische Überprüfung, Aufbewahrung und Vernichtung von Informationen des Endowment handhabt. Insbesondere enthält diese Richtlinie Vorgaben zur Aufbewahrungsdauer bestimmter Informationen sowie zum Zeitpunkt und zur Art der Vernichtung von Aufzeichnungen. Ziel dieser Richtlinie ist es, die Einhaltung bundesstaatlicher, staatlicher und lokaler Gesetze und Vorschriften sicherzustellen, die versehentliche oder unbeabsichtigte Vernichtung von Aufzeichnungen zu verhindern, bestimmte Informationen nicht länger als nötig aufzubewahren und sicherzustellen, dass wir stets über die richtigen Informationen verfügen, die wir für unsere Arbeit benötigen. <span id="II._Overview"></span> == II. Überblick == Die drei Leitprinzipien dieser Richtlinie sind unten zusammengefasst: <span id="A._Wikimedia_Endowment_must_keep_information_that_is_subject_to_(1)_legally-imposed_retention_periods_or_(2)_business/operational_needs"></span> === A. Das Wikimedia Endowment muss Informationen aufbewahren, die (1) gesetzlich vorgeschriebenen Aufbewahrungsfristen oder (2) geschäftlichen/betrieblichen Erfordernissen unterliegen === <div lang="en" dir="ltr" class="mw-content-ltr"> This policy describes specific retention periods targeting particular categories of information, and all employees must retain information in each of those categories for the specified amount of time. The overall policy is described in Section V, and the specific retention periods are defined in Section XI (the "Retention Schedule" or "Schedule"). These periods are based on legal and operational needs – for example, certain finance records must be kept for a specific length of time in case our taxes are audited. </div> <div lang="en" dir="ltr" class="mw-content-ltr"> Please alert the President whenever you think that a retention period is too long or too short or that a category should be added or removed. If you think an exception is warranted, you must alert the President; you may not make an exception yourself without consulting the President. When adjustments or exceptions are made, the President or Secretary will notify staff and update the version of the Schedule to the most current version. </div> <div lang="en" dir="ltr" class="mw-content-ltr"> === B. Wikimedia Endowment must keep all information subject to a "litigation hold" === </div> <div lang="en" dir="ltr" class="mw-content-ltr"> When we are threatened with legal action, or reasonably believe we will be threatened with legal action, a "litigation hold" is required to preserve any relevant information. Therefore, disposals or deletions of information that do not comply with this policy may result in legal complications for us, ranging from having to legally defend the deletions to criminal or civil liability. Section VI below explains in more detail which policies will apply if we face this situation. </div> <div lang="en" dir="ltr" class="mw-content-ltr"> === C. Wikimedia Endowment will permanently dispose of all information not subject to Sections II.A or II.B === </div> <div lang="en" dir="ltr" class="mw-content-ltr"> Most Endowment information does not require long-term retention. As set out in the Schedule, the routine disposal of information that we are not explicitly required to retain avoids unnecessary effort, expenses, and storage (both electronic and physical) involved in maintaining, organizing, and backing up old information. </div> <div lang="en" dir="ltr" class="mw-content-ltr"> == III. Scope == </div> <div lang="en" dir="ltr" class="mw-content-ltr"> === A. What information is covered? === </div> <div lang="en" dir="ltr" class="mw-content-ltr"> This policy applies to all information – regardless of physical form, format, or characteristics – created or received by the Endowment, including information in electronic or paper form. Also within the scope of this policy is all Endowment information stored, hosted, archived, or otherwise located with any outside vendor to which the Endowment outsources any of its data or hardcopy storage. </div> <div lang="en" dir="ltr" class="mw-content-ltr"> Because it may be relevant to litigation holds (Section VI), this policy includes information about users that is collected through the Endowment websites. However, as noted in the Retention Schedule, retention periods for information generated by the Endowment websites will generally be governed by the relevant privacy and applicable data retention policies (if any). </div> <div lang="en" dir="ltr" class="mw-content-ltr"> === B. Which people are covered by this policy? === </div> <div lang="en" dir="ltr" class="mw-content-ltr"> This policy applies to, and must be complied with by, all Wikimedia Endowment employees, advisors, consultants, contractors, temporary workers, and any others who have access to Wikimedia's electronically stored information ("ESI") or paper documents (collectively "covered parties"). ESI includes, among other things, emails, instant messages, and voicemails. For clarity, all third parties granted the ability to use any of the Endowment's information systems are covered under this policy. </div> <div lang="en" dir="ltr" class="mw-content-ltr"> == IV. Contacts and questions == </div> <div lang="en" dir="ltr" class="mw-content-ltr"> If, after consulting this policy, you have a question whether some information should be retained, or you have any other questions or otherwise need help with any related issues, please contact the President. </div> <div lang="en" dir="ltr" class="mw-content-ltr"> == V. Retention and destruction guidelines == </div> <div lang="en" dir="ltr" class="mw-content-ltr"> === A. How long must we keep records? === </div> <div lang="en" dir="ltr" class="mw-content-ltr"> The Endowment must keep adequate records about certain types of information for at least the minimum period required by applicable law. Tax, financial, and human resources records are especially important. Retention requirements for these and other record categories are in the Schedule below. As a note, we generally are not required to keep emails, but we are allowed to keep them unless they fall into a record category described in the Schedule below. Information with an ongoing or current business or operational need (i.e. it is important to have it for somebody to be able to do their job) must be retained for the duration of that need. </div> <div lang="en" dir="ltr" class="mw-content-ltr"> === B. How should we dispose of records? === </div> <div lang="en" dir="ltr" class="mw-content-ltr"> ==== 1. Routine, Regular Disposal ==== </div> <div lang="en" dir="ltr" class="mw-content-ltr"> All information lacking a legal or operational retention need should be permanently disposed of on a routine basis. Each record, including all copies, should be disposed of once it has reached the end of its defined retention period under the Schedule. The President is responsible for the ongoing process of identifying records that have outlasted the required retention period and overseeing their destruction. </div> <div lang="en" dir="ltr" class="mw-content-ltr"> ==== 2. Notice of Disposal ==== </div> <div lang="en" dir="ltr" class="mw-content-ltr"> In order to provide an opportunity to identify documents that remain necessary to ongoing business, the Endowment will seek to provide notice of scheduled deletions to a covered party 30 days in advance of planned deletions that would affect that party. Notice will include what documents are planned to be deleted and where they are stored. </div> <div lang="en" dir="ltr" class="mw-content-ltr"> ==== 3. Disposal and Destruction of Sensitive Information ==== </div> <div lang="en" dir="ltr" class="mw-content-ltr"> When disposing of sensitive information – including financial or personnel-related data – the disposal process must include sound destruction processes, such as shredding paper documents or secure deletion of electronic documents. </div> <div lang="en" dir="ltr" class="mw-content-ltr"> For documents that contain an individual's personally identifying information ("PII") – or any compilation of that information – destruction must comply with the Disposal Rule issued by the Federal Trade Commission ("FTC") under the Fair and Accurate Credit Transaction Act ("FACTA"). In practice, this means shredding paper and deleting electronic files such that they cannot be easily recovered or restored. Such records include background checks or consumer reports on prospective employees or contractors, and any compilations of that information. Destruction measures must also be sound whenever ESI or a hardcopy document contains health, medical, insurance, or other sensitive information on any individual. </div> <div lang="en" dir="ltr" class="mw-content-ltr"> == VI. Suspension of destruction: "Litigation hold" == </div> <div lang="en" dir="ltr" class="mw-content-ltr"> The Endowment requires all covered parties to comply fully with the procedures in this Policy and with the Schedule. All covered parties should note the following general exceptions to any stated destruction schedule: </div> <div lang="en" dir="ltr" class="mw-content-ltr"> === A. Litigation Holds. === </div> <div lang="en" dir="ltr" class="mw-content-ltr"> If you believe or the Endowment informs you that the Endowment's records are relevant to current litigation, potential litigation (that is, a dispute that could result in litigation), government investigation, audit, or other event (the "Litigation Hold Records"), you must preserve and not delete, dispose, destroy, or change those Litigation Hold Records, including emails, until the legal counsel determines those Litigation Hold Records are no longer needed. This exception is referred to as a litigation hold or legal hold, and replaces any previously or subsequently established destruction schedule for those Litigation Hold Records. If you believe this exception may apply, or have any questions regarding whether it may possibly apply, please contact the President. </div> <div lang="en" dir="ltr" class="mw-content-ltr"> === B. Special Situations. === </div> <div lang="en" dir="ltr" class="mw-content-ltr"> You may be asked to suspend any routine disposal procedures for records in connection with certain other types of events, such as the replacement of the Endowment's information technology systems. </div> <div lang="en" dir="ltr" class="mw-content-ltr"> == VII. Separating/departing employees == </div> <div lang="en" dir="ltr" class="mw-content-ltr"> Consistent with any Endowment employment and IT policies and procedures, the Endowment handles information maintained by terminated/departing covered parties as follows: </div> <div lang="en" dir="ltr" class="mw-content-ltr"> === A. Notice === </div> <div lang="en" dir="ltr" class="mw-content-ltr"> When a covered party separates from the Endowment, the individual's manager will determine if there is any ESI (electronically stored information) or hard copy information created by or pertaining to that person will be retained. </div> <div lang="en" dir="ltr" class="mw-content-ltr"> === B. Retention of information === </div> <div lang="en" dir="ltr" class="mw-content-ltr"> During the review period, the Endowment will retain any ESI or hard copy information according to its policies. After the review period, the information will be deleted if not required to be retained or if there is not an extension granted according to procedures in this policy. </div> <div lang="en" dir="ltr" class="mw-content-ltr"> === C. Application only to individual information === </div> <div lang="en" dir="ltr" class="mw-content-ltr"> This section applies to an individual's laptop and ESI that individual maintained, which will be wiped after 15 days if not required to be retained. It does not apply to staff-wide system backups (such as email accounts) which may be retained for a longer period of time up to 10 years per the appendix below. </div> <div lang="en" dir="ltr" class="mw-content-ltr"> == VIII. Emergency planning and backups == </div> <div lang="en" dir="ltr" class="mw-content-ltr"> The Endowment's records must be stored in a safe, secure, and accessible manner. Information and financial files that are essential to keeping the Endowment operating in an emergency will be duplicated or backed up regularly and maintained off-site. </div> <div lang="en" dir="ltr" class="mw-content-ltr"> The Endowment will establish procedures for frequent and systemized backups of information stored in central locations and repositories. As the details of the Endowment's backup procedures change over time, the President may review and revise this policy accordingly. </div> <div lang="en" dir="ltr" class="mw-content-ltr"> All personnel must comply with the Endowment's procedures requested of them and take reasonable precautions to ensure vital data is not lost due to equipment failure, to natural disaster, and/or to only being stored in a non-backed-up location on a local machine or device. All personnel are responsible for paying attention to backup changes announced by the Endowment. </div> <div lang="en" dir="ltr" class="mw-content-ltr"> Backups of individual laptops will be retained for no longer than one year. These backups of centrally stored information are maintained for disaster recovery and business continuity and not for information-management or retrieval. Therefore, to further this policy's guiding principles, the Endowment will retain backups only for the respective periods in relevant protocols, subject to any suspension of recycling/rotation required by a litigation hold, law, or a business interest. </div> <div lang="en" dir="ltr" class="mw-content-ltr"> == IX. Compliance == </div> <div lang="en" dir="ltr" class="mw-content-ltr"> This policy will remain in effect unless revoked or modified by the President in writing. The President and the Finance Committee Chair will periodically review this policy's procedures and the schedule's categories with the legal counsel or certified public accountant to see if updates are warranted. At least once a year, the President will remind Endowment accessors and third parties covered by the policy about this policy and its contents. Periodically, to ensure that best efforts are being made to follow this policy as consistently as possible, the President will commission an assessment that analyzes the degree of compliance by Endowment accessors, third parties, and outside storage vendors. </div> <div lang="en" dir="ltr" class="mw-content-ltr"> Reasonable variances as to the scheduling of retention-related activities, including such reminders and assessments, may be permitted based on business needs – such as involvement in time-sensitive transactions at the time of a scheduled reminder or assessment. To the extent possible, records memorializing adherence to this policy, including periodic reminders, will be retained by the President following the timing rules of this policy. </div> <div lang="en" dir="ltr" class="mw-content-ltr"> == X. Enforcement == </div> <div lang="en" dir="ltr" class="mw-content-ltr"> Failure on the part of employees to follow this policy can result in possible civil and criminal sanctions against the Wikimedia Endowment and its employees and contractors as well as possible disciplinary action against responsible individuals. </div> <div lang="en" dir="ltr" class="mw-content-ltr"> Any Wikimedia covered party found to have violated this policy may be subject to disciplinary action, up to and including termination of employment or services. </div> <div lang="en" dir="ltr" class="mw-content-ltr"> == XI. Schedule of retention periods == </div> <div lang="en" dir="ltr" class="mw-content-ltr"> By default, the above three guiding principles of this policy apply to all Wikimedia information. This list is non-exhaustive and subject to change over time with approval of the President. Records that are not listed, but are substantially similar to those listed in the Schedule, will be retained for the same amount of time as those records. Unless paper storage is specifically noted as required, electronic storage is acceptable and highly encouraged. In the event that a document falls into multiple categories below, it should be retained for the longest period of time required. </div> <div lang="en" dir="ltr" class="mw-content-ltr"> === Part A - Financial Records === </div> {| class="wikitable" |<span lang="en" dir="ltr" class="mw-content-ltr">Record Category</span> |<span lang="en" dir="ltr" class="mw-content-ltr">Retention Period</span> |- |<div lang="en" dir="ltr" class="mw-content-ltr"> Financial Statements </div> <div lang="en" dir="ltr" class="mw-content-ltr"> General Ledgers </div> <div lang="en" dir="ltr" class="mw-content-ltr"> Audit Reports </div> |<span lang="en" dir="ltr" class="mw-content-ltr">Permanently</span> |- |<div lang="en" dir="ltr" class="mw-content-ltr"> Appraisals </div> <div lang="en" dir="ltr" class="mw-content-ltr"> Deeds and Bills of Sale </div> <div lang="en" dir="ltr" class="mw-content-ltr"> Depreciation Schedules </div> <div lang="en" dir="ltr" class="mw-content-ltr"> Fixed Asset Records </div> |{{tunit|1=72|2=Permanently}} |- |<span lang="en" dir="ltr" class="mw-content-ltr">Construction Documents</span> |{{tunit|1=72|2=Permanently}} |- |Correspondence, if (i) essential to one or more of the "permanently" categories in this Part A; or (ii) if deemed to warrant permanent retention by the CFA or the legal team |{{tunit|1=72|2=Permanently}} |- |Annual Reports to Secretary of State/Attorney General |{{tunit|1=72|2=Permanently}} |- |<div lang="en" dir="ltr" class="mw-content-ltr"> IRS Annual Return (Form 990 or 990-EZ) and Worksheets </div> <div lang="en" dir="ltr" class="mw-content-ltr"> IRS Application for Tax-Exempt Status (Form 1023) </div> <div lang="en" dir="ltr" class="mw-content-ltr"> IRS Determination Letters </div> |{{tunit|1=72|2=Permanently}} |- |<div lang="en" dir="ltr" class="mw-content-ltr"> All books of account or records as are sufficient to show specifically the items of gross income, receipts, and disbursements, and to substantiate the information reported on the annual Form 990 tax return. </div> <div lang="en" dir="ltr" class="mw-content-ltr"> Such records include, without limitation, those that reflect information concerning expenses, proof of deductions, business costs, accounting procedures, and other information concerning Wikimedia Endowment's revenues. </div> |{{tunit|1=72|2=Permanently}} |- |<div lang="en" dir="ltr" class="mw-content-ltr"> State Sales Tax Exemption Letter </div> <div lang="en" dir="ltr" class="mw-content-ltr"> State Tax Returns and Worksheets </div> |{{tunit|1=72|2=Permanently}} |- |<span lang="en" dir="ltr" class="mw-content-ltr">Stock and Bond Records</span> |{{tunit|1=72|2=Permanently}} |- |<div lang="en" dir="ltr" class="mw-content-ltr"> Bank Deposit Slips </div> <div lang="en" dir="ltr" class="mw-content-ltr"> Bank Statements and Reconciliation </div> <div lang="en" dir="ltr" class="mw-content-ltr"> Accounts Payable Ledgers and Schedules </div> <div lang="en" dir="ltr" class="mw-content-ltr"> Expense Reports </div> <div lang="en" dir="ltr" class="mw-content-ltr"> Invoices (to customers, from vendors) </div> <div lang="en" dir="ltr" class="mw-content-ltr"> Inventories of merchandise </div> <div lang="en" dir="ltr" class="mw-content-ltr"> IRS 1099s </div> <div lang="en" dir="ltr" class="mw-content-ltr"> Journal Entries </div> <div lang="en" dir="ltr" class="mw-content-ltr"> Sales Records (merchandise sales) </div> <div lang="en" dir="ltr" class="mw-content-ltr"> Sales & Use Tax Filing Records </div> |<span lang="en" dir="ltr" class="mw-content-ltr">7 years</span> |- |<span lang="en" dir="ltr" class="mw-content-ltr">Leases</span> |<div lang="en" dir="ltr" class="mw-content-ltr"> 7 years after expiration, unless longer period: </div> <div lang="en" dir="ltr" class="mw-content-ltr"> * specified by terms of lease; and/or * indicated by breach-of-contract statute-of-limitations period in force in state (e.g., 15 years for Ohio), country, or province whose law would control any contractual dispute </div> |- |<span lang="en" dir="ltr" class="mw-content-ltr">Correspondence with Vendors</span> |<span lang="en" dir="ltr" class="mw-content-ltr">2 years after expiration of contract or agreement</span> |} <div lang="en" dir="ltr" class="mw-content-ltr"> === Part B - Fundraising Records === </div> {| class="wikitable" |{{tunit|1=67|2=Record Category}} |{{tunit|1=68|2=Retention Period}} |- |<div lang="en" dir="ltr" class="mw-content-ltr"> Fundraiser Records </div> <div lang="en" dir="ltr" class="mw-content-ltr"> A fundraiser for charitable purposes must maintain records reflecting the following: </div> <div lang="en" dir="ltr" class="mw-content-ltr"> * The date and amount of each contribution received as a result of the solicitation campaign and, for non-cash contributions, the name and mailing address of each contributor. * The name and residence address of each employee, agent, or other person involved in the solicitation campaign. * Records of all revenue received and expenses incurred in the course of the solicitation campaign. * For each account into which the commercial fundraiser deposited revenue from the solicitation campaign, the account number and the name and location of the bank or other financial institution in which the account was maintained. * If a commercial fundraiser sells tickets to an event and represents that they will be donated for use by another, he or she must keep the number of tickets purchased and donated by each contributor, and the name and address of all organizations receiving donated tickets. </div> |<span lang="en" dir="ltr" class="mw-content-ltr">During each solicitation campaign, and 10 years following its completion, the Wikimedia Endowment must maintain a copy of its contract with the commercial fundraiser and records of solicitations and donations according to the list of items (a) through (e) in the left column for this category</span> |- |<span lang="en" dir="ltr" class="mw-content-ltr">Solicitations for Contributions</span> |<span lang="en" dir="ltr" class="mw-content-ltr">See "Commercial Fundraiser Records" above</span> |- |<span lang="en" dir="ltr" class="mw-content-ltr">Donor Records</span> |<span lang="en" dir="ltr" class="mw-content-ltr">10 years</span> |- |<span lang="en" dir="ltr" class="mw-content-ltr">Correspondence, if (i) essential to one or more of the 10 years categories in this Part B; or (ii) if deemed to warrant permanent retention by the CFA or the GC</span> |{{tunit|1=109|2=10 years}} |- |<span lang="en" dir="ltr" class="mw-content-ltr">Endowment gift agreements between donors and Tides, as well as other documents pertaining to Wikimedia Endowment fund gifts; Grant Reports</span> |{{tunit|1=109|2=10 years}} |} <div lang="en" dir="ltr" class="mw-content-ltr"> === Part C - Human Resources Records === </div> {| class="wikitable" |{{tunit|1=67|2=Record Category}} |{{tunit|1=68|2=Retention Period}} |- |<span lang="en" dir="ltr" class="mw-content-ltr">Benefits Plans</span> |{{tunit|1=72|2=Permanently}} |- |<div lang="en" dir="ltr" class="mw-content-ltr"> Benefits Data & Records: </div> <div lang="en" dir="ltr" class="mw-content-ltr"> Benefits Claims </div> <div lang="en" dir="ltr" class="mw-content-ltr"> Benefits Insurance Policies (medical, dental, vision, LTD/STD/life, EAP, FSA, HSA, etc.) </div> <div lang="en" dir="ltr" class="mw-content-ltr"> Retirement Plan Data & Documents </div> <div lang="en" dir="ltr" class="mw-content-ltr"> COBRA </div> <div lang="en" dir="ltr" class="mw-content-ltr"> Overall Payroll Records: </div> <div lang="en" dir="ltr" class="mw-content-ltr"> Payroll Tax Returns </div> <div lang="en" dir="ltr" class="mw-content-ltr"> Payroll Summaries & Registers </div> <div lang="en" dir="ltr" class="mw-content-ltr"> State Unemployment Tax Records </div> <div lang="en" dir="ltr" class="mw-content-ltr"> W-2 Statements </div> |<span lang="en" dir="ltr" class="mw-content-ltr">6 years</span> |- |<div lang="en" dir="ltr" class="mw-content-ltr"> OSHA Documents </div> <div lang="en" dir="ltr" class="mw-content-ltr"> Accident Reports </div> |<span lang="en" dir="ltr" class="mw-content-ltr">5 years</span> |- |<span lang="en" dir="ltr" class="mw-content-ltr">Reduction In Force records</span> |<span lang="en" dir="ltr" class="mw-content-ltr">5 years from date of reduction</span> |- |<span lang="en" dir="ltr" class="mw-content-ltr">Workers' Compensation Records - Claim Files</span> |<div lang="en" dir="ltr" class="mw-content-ltr"> Latest of these dates: </div> <div lang="en" dir="ltr" class="mw-content-ltr"> (1) 5 years from date of injury; </div> <div lang="en" dir="ltr" class="mw-content-ltr"> (2) 5 years from date compensation last provided; </div> <div lang="en" dir="ltr" class="mw-content-ltr"> (3) 2 years after claim is closed; or </div> <div lang="en" dir="ltr" class="mw-content-ltr"> (4) if a governmental audit is conducted within the time specified under applicable law, then until the audit has become final </div> |- |<span lang="en" dir="ltr" class="mw-content-ltr">Worker's Compensation Records - Injury Claims</span> |{{tunit|1=126|2=5 years}} |- |<div lang="en" dir="ltr" class="mw-content-ltr"> Individual Employee Wage Records: </div> <div lang="en" dir="ltr" class="mw-content-ltr"> Deduction & Garnishment Records </div> <div lang="en" dir="ltr" class="mw-content-ltr"> Timesheets </div> <div lang="en" dir="ltr" class="mw-content-ltr"> Compensation Increases & Approvals </div> |<span lang="en" dir="ltr" class="mw-content-ltr">4 years after termination</span> |- |<div lang="en" dir="ltr" class="mw-content-ltr"> Employee Personnel File: </div> <div lang="en" dir="ltr" class="mw-content-ltr"> General Records (contracts, agreements, reviews, etc.) </div> <div lang="en" dir="ltr" class="mw-content-ltr"> Private-Information Records </div> <div lang="en" dir="ltr" class="mw-content-ltr"> Leave-Related Documents (FMLA, CRFA, PDL, etc.) </div> <div lang="en" dir="ltr" class="mw-content-ltr"> Promotion, Demotion, or Discharge Records </div> |<span lang="en" dir="ltr" class="mw-content-ltr">5 years after termination</span> |- |<div lang="en" dir="ltr" class="mw-content-ltr"> Employment applications or any other form of employment inquiry submitted to Wikimedia in response to an ad or other notice of job openings, including: </div> <div lang="en" dir="ltr" class="mw-content-ltr"> Records Pertaining to the Failure or Refusal to Hire </div> <div lang="en" dir="ltr" class="mw-content-ltr"> Employment Referral Records </div> <div lang="en" dir="ltr" class="mw-content-ltr"> Applicant Identification Records </div> |<div lang="en" dir="ltr" class="mw-content-ltr"> Successful candidates – 3 years after termination </div> <div lang="en" dir="ltr" class="mw-content-ltr"> Unsuccessful candidates – 2 years from the date the position is filled </div> |- |<div lang="en" dir="ltr" class="mw-content-ltr"> Legal Disputes: </div> <div lang="en" dir="ltr" class="mw-content-ltr"> Claims, Investigations & Legal Proceedings </div> <div lang="en" dir="ltr" class="mw-content-ltr"> Personnel & Payroll Records About Complaining Parties </div> <div lang="en" dir="ltr" class="mw-content-ltr"> Personnel & Payroll Records of Others in Similar Jobs </div> |<span lang="en" dir="ltr" class="mw-content-ltr">Through disposition of dispute or case and appeal plus any additional period that the GC might, in his/her discretion, determine to be appropriate</span> |- |<span lang="en" dir="ltr" class="mw-content-ltr">I-9 Forms</span> |<span lang="en" dir="ltr" class="mw-content-ltr">The later of 3 years from hire or 1 year after termination</span> |- |<span lang="en" dir="ltr" class="mw-content-ltr">Child Labor Certificates</span> |<span lang="en" dir="ltr" class="mw-content-ltr">3 years after termination</span> |- |<span lang="en" dir="ltr" class="mw-content-ltr">Affirmation Action Records</span> |<span lang="en" dir="ltr" class="mw-content-ltr">3 years</span> |- |<div lang="en" dir="ltr" class="mw-content-ltr"> Injury & Illness Prevention Program: </div> <div lang="en" dir="ltr" class="mw-content-ltr"> Inspections: </div> <div lang="en" dir="ltr" class="mw-content-ltr"> Records documenting scheduled and periodic inspections as required to identify unsafe conditions and work practices, including: </div> <div lang="en" dir="ltr" class="mw-content-ltr"> Name of person(s) conducting the inspection; </div> <div lang="en" dir="ltr" class="mw-content-ltr"> Unsafe conditions and work practices identified; and </div> <div lang="en" dir="ltr" class="mw-content-ltr"> Action taken to correct the unsafe conditions and work practices. </div> <div lang="en" dir="ltr" class="mw-content-ltr"> Illness Prevention Training </div> <div lang="en" dir="ltr" class="mw-content-ltr"> Records documenting required safety and health training for each employee, specifically including: </div> <div lang="en" dir="ltr" class="mw-content-ltr"> Employee name or other identifier; </div> <div lang="en" dir="ltr" class="mw-content-ltr"> training dates; </div> <div lang="en" dir="ltr" class="mw-content-ltr"> Type(s) of training; and </div> <div lang="en" dir="ltr" class="mw-content-ltr"> Name of training provider. </div> |<div lang="en" dir="ltr" class="mw-content-ltr"> 1 year </div> <div lang="en" dir="ltr" class="mw-content-ltr"> Note– likely kept in respective individual personnel "files" (except that training records of employees who have worked for less than one year for the employer need not be retained beyond the term of employment if provided to the employee upon termination). </div> |} <div lang="en" dir="ltr" class="mw-content-ltr"> === Part D - Legal Records === </div> {| class="wikitable" |{{tunit|1=67|2=Record Category}} |{{tunit|1=68|2=Retention Period}} |- |Articles of Incorporation |{{tunit|1=72|2=Permanently}} |- |<div lang="en" dir="ltr" class="mw-content-ltr"> Board Charters, Policies, Resolutions, Notices, Waivers of Notices, & Written Consents </div> <div lang="en" dir="ltr" class="mw-content-ltr"> Board Meetings' and Board Committees' Meetings' Minutes </div> <div lang="en" dir="ltr" class="mw-content-ltr"> Bylaws and Amendments </div> |{{tunit|1=72|2=Permanently}} |- |<span lang="en" dir="ltr" class="mw-content-ltr">Press Releases and Publicly Filed Documents</span> * <span lang="en" dir="ltr" class="mw-content-ltr">Purpose: Wikimedia should have its own copy to test the accuracy of any document a member of the public can theoretically produce against Wikimedia.</span> |{{tunit|1=72|2=Permanently}} |- |<span lang="en" dir="ltr" class="mw-content-ltr">Records Designated for Retention by the Bylaws (if any)</span> |<span lang="en" dir="ltr" class="mw-content-ltr">Specified Period</span> |- |<div lang="en" dir="ltr" class="mw-content-ltr"> Legal Matters Records – The legal counsel  will decide the disposition date for each (sub)set of records covered by the following categories: Subject to a litigation hold issued as to a situation or claim that does not ripen into a lawsuit or into an actual proceeding; </div> <div lang="en" dir="ltr" class="mw-content-ltr"> * Records from open and closed lawsuits and governmental proceedings, including but not limited to correspondence, pleadings, written discovery requests, and responses and information produced and received in discovery; </div> <div lang="en" dir="ltr" class="mw-content-ltr"> * Records produced by Wikimedia in response to non-party subpoenas; and * Due diligence files. </div> |<span lang="en" dir="ltr" class="mw-content-ltr">To be determined by legal counsel</span> |- |<span lang="en" dir="ltr" class="mw-content-ltr">Contracts – ALL, subject to three exceptions listed below</span> |<span lang="en" dir="ltr" class="mw-content-ltr">7 years after expiration, unless longer period:</span> * <span lang="en" dir="ltr" class="mw-content-ltr">specified by terms of contract; and/or</span> * <span lang="en" dir="ltr" class="mw-content-ltr">indicated by breach-of-contract statute-of-limitations period in force in state (e.g., 15 years for Ohio), country, or province whose law would control any contractual dispute</span> |- |<span lang="en" dir="ltr" class="mw-content-ltr">Contracts –  exception # 1 - FUNDRAISING contracts</span> |<span lang="en" dir="ltr" class="mw-content-ltr">See "Fundraising Records" under "Fundraising" category (Part B above)</span> |- |<span lang="en" dir="ltr" class="mw-content-ltr">Contracts – exception # 2 – FEDERAL GOVERNMENT (sub-)contracts and leases, as well as records directly pertaining to and involving transactions relating to the agreement – including, without limitation, all information required to be retained by the Federal Acquisition Regulation (FAR), including: civilian or military contracts, and every contract as to a public or private university, college, laboratory, or the like, whenever some or all of the funding is coming from a federal agency</span> |<div lang="en" dir="ltr" class="mw-content-ltr"> Longer of: </div> <div lang="en" dir="ltr" class="mw-content-ltr"> * Period stated in contract; or * Period stated in FAR regulations; or </div> <div lang="en" dir="ltr" class="mw-content-ltr"> * Period stated in any superseding agency-specific federal regulations  [e.g., D.O.E., per FAR 4.702(b)]; or * If no period stated, then permanently See 41 U.S.C. § 254d (civilian) and 10 U.S.C. § 2313 (military) </div> |- |<span lang="en" dir="ltr" class="mw-content-ltr">Contracts – exception # 3 – STATE OR LOCAL GOVERNMENT (sub-)contract and lease, as well as records directly pertaining to the agreement</span> |<div lang="en" dir="ltr" class="mw-content-ltr"> Longer of: </div> <div lang="en" dir="ltr" class="mw-content-ltr"> * Period stated in contract; or * Period provided in state and/or local statutes, regulations, guidelines, ordinances, specifications, and/or bid/RFP materials * 7 years after expiration </div> |- |<span lang="en" dir="ltr" class="mw-content-ltr">Filings with the Registry of Charitable Trusts</span> |{{tunit|1=109|2=10 years}} |- |<span lang="en" dir="ltr" class="mw-content-ltr">Grant Agreements Applications and Contracts</span> |<span lang="en" dir="ltr" class="mw-content-ltr">7 years after expiration</span> |- |<span lang="en" dir="ltr" class="mw-content-ltr">Licenses involving the intellectual property rights of Wikimedia or any other affiliated person or entity</span> |<div lang="en" dir="ltr" class="mw-content-ltr"> 7 years after expiration, unless longer period: </div> <div lang="en" dir="ltr" class="mw-content-ltr"> * specified by terms of license; and/or * indicated by breach-of-contract statute-of-limitations period in force in state (e.g., 15 years for Ohio), country, or province whose law would control any contractual dispute </div> |- |<div lang="en" dir="ltr" class="mw-content-ltr"> Intellectual Property other than Copyright, Patent, or Trademark: </div> <div lang="en" dir="ltr" class="mw-content-ltr"> * Royalties and Assignments Records; and </div> <div lang="en" dir="ltr" class="mw-content-ltr"> * Trade Secrets Records: ** all records containing trade secrets; and ** related documentation, including records evidencing measures taken by Wikimedia to protect its trade secrets and avoid the unauthorized use of trade secrets of others (including under all trade secret licenses) </div> |<span lang="en" dir="ltr" class="mw-content-ltr">Expiration of protected status plus 7 years</span> |- |<span lang="en" dir="ltr" class="mw-content-ltr">Patents granted by USPTO and all significant related records, including applications, invention/engineering notebooks, workpapers, correspondence, memos, and any speeches, recordings, and any other information demonstrating what was made available to the public and on what date(s)</span> |<span lang="en" dir="ltr" class="mw-content-ltr">Expiration of patent plus 7 years</span> |- |<span lang="en" dir="ltr" class="mw-content-ltr">Trademark Registrations</span> |<span lang="en" dir="ltr" class="mw-content-ltr">Expiration of protected status plus 7 years</span> |- |<span lang="en" dir="ltr" class="mw-content-ltr">Trademark – all significant related records, including applications and work papers</span> |<span lang="en" dir="ltr" class="mw-content-ltr">Expiration of protected status plus 7 years</span> |- |<span lang="en" dir="ltr" class="mw-content-ltr">Copyright Registrations</span> |<span lang="en" dir="ltr" class="mw-content-ltr">Expiration of copyright plus 7 years</span> |- |<span lang="en" dir="ltr" class="mw-content-ltr">Copyright – all significant related records, including applications and work papers</span> |<span lang="en" dir="ltr" class="mw-content-ltr">Expiration of copyright plus 7 years</span> |- |<span lang="en" dir="ltr" class="mw-content-ltr">Correspondence with parties who have contracted to receive services from Endowment</span> |<span lang="en" dir="ltr" class="mw-content-ltr">2 years after expiration of contract or agreement</span> |} <div lang="en" dir="ltr" class="mw-content-ltr"> === Part E: Third-Party Information Collected via the Endowment Websites === </div> <div lang="en" dir="ltr" class="mw-content-ltr"> Information collected from third parties through the Endowment's public-facing websites must be retained as described in the relevant Data Retention Guidelines. Note that litigation holds still apply to data collected under the Privacy Policy and Data Retention Guidelines. </div> <div lang="en" dir="ltr" class="mw-content-ltr"> === Part F: Other Information Not Mentioned === </div> <div lang="en" dir="ltr" class="mw-content-ltr"> Information not covered by any of the above categories will be deleted after 10 years of nonuse. </div> jl89723t04iby88qdbvapod2kknscql 519905 519903 2025-07-08T15:54:09Z Ameisenigel 1143 Created page with "Diese Richtlinie beschreibt spezifische Aufbewahrungsfristen für bestimmte Informationskategorien. Alle Mitarbeiter sind verpflichtet, Informationen dieser Kategorien für den angegebenen Zeitraum aufzubewahren. Die allgemeine Richtlinie ist in Abschnitt V beschrieben, die spezifischen Aufbewahrungsfristen sind in Abschnitt XI (dem "Aufbewahrungsplan" oder "Plan") definiert. Diese Fristen richten sich nach rechtlichen und betrieblichen Erfordernissen – beispielsweise..." 519905 wikitext text/x-wiki <languages />{{Help translate/Endowment}} {{Policy-endowment}} <span id="I._Purpose"></span> == I. Zweck == Diese Richtlinie beschreibt, wie das Wikimedia Endowment ("Wikimedia" oder "Endowment") die systematische Überprüfung, Aufbewahrung und Vernichtung von Informationen des Endowment handhabt. Insbesondere enthält diese Richtlinie Vorgaben zur Aufbewahrungsdauer bestimmter Informationen sowie zum Zeitpunkt und zur Art der Vernichtung von Aufzeichnungen. Ziel dieser Richtlinie ist es, die Einhaltung bundesstaatlicher, staatlicher und lokaler Gesetze und Vorschriften sicherzustellen, die versehentliche oder unbeabsichtigte Vernichtung von Aufzeichnungen zu verhindern, bestimmte Informationen nicht länger als nötig aufzubewahren und sicherzustellen, dass wir stets über die richtigen Informationen verfügen, die wir für unsere Arbeit benötigen. <span id="II._Overview"></span> == II. Überblick == Die drei Leitprinzipien dieser Richtlinie sind unten zusammengefasst: <span id="A._Wikimedia_Endowment_must_keep_information_that_is_subject_to_(1)_legally-imposed_retention_periods_or_(2)_business/operational_needs"></span> === A. Das Wikimedia Endowment muss Informationen aufbewahren, die (1) gesetzlich vorgeschriebenen Aufbewahrungsfristen oder (2) geschäftlichen/betrieblichen Erfordernissen unterliegen === Diese Richtlinie beschreibt spezifische Aufbewahrungsfristen für bestimmte Informationskategorien. Alle Mitarbeiter sind verpflichtet, Informationen dieser Kategorien für den angegebenen Zeitraum aufzubewahren. Die allgemeine Richtlinie ist in Abschnitt V beschrieben, die spezifischen Aufbewahrungsfristen sind in Abschnitt XI (dem "Aufbewahrungsplan" oder "Plan") definiert. Diese Fristen richten sich nach rechtlichen und betrieblichen Erfordernissen – beispielsweise müssen bestimmte Finanzunterlagen für den Fall einer Steuerprüfung für einen bestimmten Zeitraum aufbewahrt werden. <div lang="en" dir="ltr" class="mw-content-ltr"> Please alert the President whenever you think that a retention period is too long or too short or that a category should be added or removed. If you think an exception is warranted, you must alert the President; you may not make an exception yourself without consulting the President. When adjustments or exceptions are made, the President or Secretary will notify staff and update the version of the Schedule to the most current version. </div> <div lang="en" dir="ltr" class="mw-content-ltr"> === B. Wikimedia Endowment must keep all information subject to a "litigation hold" === </div> <div lang="en" dir="ltr" class="mw-content-ltr"> When we are threatened with legal action, or reasonably believe we will be threatened with legal action, a "litigation hold" is required to preserve any relevant information. Therefore, disposals or deletions of information that do not comply with this policy may result in legal complications for us, ranging from having to legally defend the deletions to criminal or civil liability. Section VI below explains in more detail which policies will apply if we face this situation. </div> <div lang="en" dir="ltr" class="mw-content-ltr"> === C. Wikimedia Endowment will permanently dispose of all information not subject to Sections II.A or II.B === </div> <div lang="en" dir="ltr" class="mw-content-ltr"> Most Endowment information does not require long-term retention. As set out in the Schedule, the routine disposal of information that we are not explicitly required to retain avoids unnecessary effort, expenses, and storage (both electronic and physical) involved in maintaining, organizing, and backing up old information. </div> <div lang="en" dir="ltr" class="mw-content-ltr"> == III. Scope == </div> <div lang="en" dir="ltr" class="mw-content-ltr"> === A. What information is covered? === </div> <div lang="en" dir="ltr" class="mw-content-ltr"> This policy applies to all information – regardless of physical form, format, or characteristics – created or received by the Endowment, including information in electronic or paper form. Also within the scope of this policy is all Endowment information stored, hosted, archived, or otherwise located with any outside vendor to which the Endowment outsources any of its data or hardcopy storage. </div> <div lang="en" dir="ltr" class="mw-content-ltr"> Because it may be relevant to litigation holds (Section VI), this policy includes information about users that is collected through the Endowment websites. However, as noted in the Retention Schedule, retention periods for information generated by the Endowment websites will generally be governed by the relevant privacy and applicable data retention policies (if any). </div> <div lang="en" dir="ltr" class="mw-content-ltr"> === B. Which people are covered by this policy? === </div> <div lang="en" dir="ltr" class="mw-content-ltr"> This policy applies to, and must be complied with by, all Wikimedia Endowment employees, advisors, consultants, contractors, temporary workers, and any others who have access to Wikimedia's electronically stored information ("ESI") or paper documents (collectively "covered parties"). ESI includes, among other things, emails, instant messages, and voicemails. For clarity, all third parties granted the ability to use any of the Endowment's information systems are covered under this policy. </div> <div lang="en" dir="ltr" class="mw-content-ltr"> == IV. Contacts and questions == </div> <div lang="en" dir="ltr" class="mw-content-ltr"> If, after consulting this policy, you have a question whether some information should be retained, or you have any other questions or otherwise need help with any related issues, please contact the President. </div> <div lang="en" dir="ltr" class="mw-content-ltr"> == V. Retention and destruction guidelines == </div> <div lang="en" dir="ltr" class="mw-content-ltr"> === A. How long must we keep records? === </div> <div lang="en" dir="ltr" class="mw-content-ltr"> The Endowment must keep adequate records about certain types of information for at least the minimum period required by applicable law. Tax, financial, and human resources records are especially important. Retention requirements for these and other record categories are in the Schedule below. As a note, we generally are not required to keep emails, but we are allowed to keep them unless they fall into a record category described in the Schedule below. Information with an ongoing or current business or operational need (i.e. it is important to have it for somebody to be able to do their job) must be retained for the duration of that need. </div> <div lang="en" dir="ltr" class="mw-content-ltr"> === B. How should we dispose of records? === </div> <div lang="en" dir="ltr" class="mw-content-ltr"> ==== 1. Routine, Regular Disposal ==== </div> <div lang="en" dir="ltr" class="mw-content-ltr"> All information lacking a legal or operational retention need should be permanently disposed of on a routine basis. Each record, including all copies, should be disposed of once it has reached the end of its defined retention period under the Schedule. The President is responsible for the ongoing process of identifying records that have outlasted the required retention period and overseeing their destruction. </div> <div lang="en" dir="ltr" class="mw-content-ltr"> ==== 2. Notice of Disposal ==== </div> <div lang="en" dir="ltr" class="mw-content-ltr"> In order to provide an opportunity to identify documents that remain necessary to ongoing business, the Endowment will seek to provide notice of scheduled deletions to a covered party 30 days in advance of planned deletions that would affect that party. Notice will include what documents are planned to be deleted and where they are stored. </div> <div lang="en" dir="ltr" class="mw-content-ltr"> ==== 3. Disposal and Destruction of Sensitive Information ==== </div> <div lang="en" dir="ltr" class="mw-content-ltr"> When disposing of sensitive information – including financial or personnel-related data – the disposal process must include sound destruction processes, such as shredding paper documents or secure deletion of electronic documents. </div> <div lang="en" dir="ltr" class="mw-content-ltr"> For documents that contain an individual's personally identifying information ("PII") – or any compilation of that information – destruction must comply with the Disposal Rule issued by the Federal Trade Commission ("FTC") under the Fair and Accurate Credit Transaction Act ("FACTA"). In practice, this means shredding paper and deleting electronic files such that they cannot be easily recovered or restored. Such records include background checks or consumer reports on prospective employees or contractors, and any compilations of that information. Destruction measures must also be sound whenever ESI or a hardcopy document contains health, medical, insurance, or other sensitive information on any individual. </div> <div lang="en" dir="ltr" class="mw-content-ltr"> == VI. Suspension of destruction: "Litigation hold" == </div> <div lang="en" dir="ltr" class="mw-content-ltr"> The Endowment requires all covered parties to comply fully with the procedures in this Policy and with the Schedule. All covered parties should note the following general exceptions to any stated destruction schedule: </div> <div lang="en" dir="ltr" class="mw-content-ltr"> === A. Litigation Holds. === </div> <div lang="en" dir="ltr" class="mw-content-ltr"> If you believe or the Endowment informs you that the Endowment's records are relevant to current litigation, potential litigation (that is, a dispute that could result in litigation), government investigation, audit, or other event (the "Litigation Hold Records"), you must preserve and not delete, dispose, destroy, or change those Litigation Hold Records, including emails, until the legal counsel determines those Litigation Hold Records are no longer needed. This exception is referred to as a litigation hold or legal hold, and replaces any previously or subsequently established destruction schedule for those Litigation Hold Records. If you believe this exception may apply, or have any questions regarding whether it may possibly apply, please contact the President. </div> <div lang="en" dir="ltr" class="mw-content-ltr"> === B. Special Situations. === </div> <div lang="en" dir="ltr" class="mw-content-ltr"> You may be asked to suspend any routine disposal procedures for records in connection with certain other types of events, such as the replacement of the Endowment's information technology systems. </div> <div lang="en" dir="ltr" class="mw-content-ltr"> == VII. Separating/departing employees == </div> <div lang="en" dir="ltr" class="mw-content-ltr"> Consistent with any Endowment employment and IT policies and procedures, the Endowment handles information maintained by terminated/departing covered parties as follows: </div> <div lang="en" dir="ltr" class="mw-content-ltr"> === A. Notice === </div> <div lang="en" dir="ltr" class="mw-content-ltr"> When a covered party separates from the Endowment, the individual's manager will determine if there is any ESI (electronically stored information) or hard copy information created by or pertaining to that person will be retained. </div> <div lang="en" dir="ltr" class="mw-content-ltr"> === B. Retention of information === </div> <div lang="en" dir="ltr" class="mw-content-ltr"> During the review period, the Endowment will retain any ESI or hard copy information according to its policies. After the review period, the information will be deleted if not required to be retained or if there is not an extension granted according to procedures in this policy. </div> <div lang="en" dir="ltr" class="mw-content-ltr"> === C. Application only to individual information === </div> <div lang="en" dir="ltr" class="mw-content-ltr"> This section applies to an individual's laptop and ESI that individual maintained, which will be wiped after 15 days if not required to be retained. It does not apply to staff-wide system backups (such as email accounts) which may be retained for a longer period of time up to 10 years per the appendix below. </div> <div lang="en" dir="ltr" class="mw-content-ltr"> == VIII. Emergency planning and backups == </div> <div lang="en" dir="ltr" class="mw-content-ltr"> The Endowment's records must be stored in a safe, secure, and accessible manner. Information and financial files that are essential to keeping the Endowment operating in an emergency will be duplicated or backed up regularly and maintained off-site. </div> <div lang="en" dir="ltr" class="mw-content-ltr"> The Endowment will establish procedures for frequent and systemized backups of information stored in central locations and repositories. As the details of the Endowment's backup procedures change over time, the President may review and revise this policy accordingly. </div> <div lang="en" dir="ltr" class="mw-content-ltr"> All personnel must comply with the Endowment's procedures requested of them and take reasonable precautions to ensure vital data is not lost due to equipment failure, to natural disaster, and/or to only being stored in a non-backed-up location on a local machine or device. All personnel are responsible for paying attention to backup changes announced by the Endowment. </div> <div lang="en" dir="ltr" class="mw-content-ltr"> Backups of individual laptops will be retained for no longer than one year. These backups of centrally stored information are maintained for disaster recovery and business continuity and not for information-management or retrieval. Therefore, to further this policy's guiding principles, the Endowment will retain backups only for the respective periods in relevant protocols, subject to any suspension of recycling/rotation required by a litigation hold, law, or a business interest. </div> <div lang="en" dir="ltr" class="mw-content-ltr"> == IX. Compliance == </div> <div lang="en" dir="ltr" class="mw-content-ltr"> This policy will remain in effect unless revoked or modified by the President in writing. The President and the Finance Committee Chair will periodically review this policy's procedures and the schedule's categories with the legal counsel or certified public accountant to see if updates are warranted. At least once a year, the President will remind Endowment accessors and third parties covered by the policy about this policy and its contents. Periodically, to ensure that best efforts are being made to follow this policy as consistently as possible, the President will commission an assessment that analyzes the degree of compliance by Endowment accessors, third parties, and outside storage vendors. </div> <div lang="en" dir="ltr" class="mw-content-ltr"> Reasonable variances as to the scheduling of retention-related activities, including such reminders and assessments, may be permitted based on business needs – such as involvement in time-sensitive transactions at the time of a scheduled reminder or assessment. To the extent possible, records memorializing adherence to this policy, including periodic reminders, will be retained by the President following the timing rules of this policy. </div> <div lang="en" dir="ltr" class="mw-content-ltr"> == X. Enforcement == </div> <div lang="en" dir="ltr" class="mw-content-ltr"> Failure on the part of employees to follow this policy can result in possible civil and criminal sanctions against the Wikimedia Endowment and its employees and contractors as well as possible disciplinary action against responsible individuals. </div> <div lang="en" dir="ltr" class="mw-content-ltr"> Any Wikimedia covered party found to have violated this policy may be subject to disciplinary action, up to and including termination of employment or services. </div> <div lang="en" dir="ltr" class="mw-content-ltr"> == XI. Schedule of retention periods == </div> <div lang="en" dir="ltr" class="mw-content-ltr"> By default, the above three guiding principles of this policy apply to all Wikimedia information. This list is non-exhaustive and subject to change over time with approval of the President. Records that are not listed, but are substantially similar to those listed in the Schedule, will be retained for the same amount of time as those records. Unless paper storage is specifically noted as required, electronic storage is acceptable and highly encouraged. In the event that a document falls into multiple categories below, it should be retained for the longest period of time required. </div> <div lang="en" dir="ltr" class="mw-content-ltr"> === Part A - Financial Records === </div> {| class="wikitable" |<span lang="en" dir="ltr" class="mw-content-ltr">Record Category</span> |<span lang="en" dir="ltr" class="mw-content-ltr">Retention Period</span> |- |<div lang="en" dir="ltr" class="mw-content-ltr"> Financial Statements </div> <div lang="en" dir="ltr" class="mw-content-ltr"> General Ledgers </div> <div lang="en" dir="ltr" class="mw-content-ltr"> Audit Reports </div> |<span lang="en" dir="ltr" class="mw-content-ltr">Permanently</span> |- |<div lang="en" dir="ltr" class="mw-content-ltr"> Appraisals </div> <div lang="en" dir="ltr" class="mw-content-ltr"> Deeds and Bills of Sale </div> <div lang="en" dir="ltr" class="mw-content-ltr"> Depreciation Schedules </div> <div lang="en" dir="ltr" class="mw-content-ltr"> Fixed Asset Records </div> |{{tunit|1=72|2=Permanently}} |- |<span lang="en" dir="ltr" class="mw-content-ltr">Construction Documents</span> |{{tunit|1=72|2=Permanently}} |- |Correspondence, if (i) essential to one or more of the "permanently" categories in this Part A; or (ii) if deemed to warrant permanent retention by the CFA or the legal team |{{tunit|1=72|2=Permanently}} |- |Annual Reports to Secretary of State/Attorney General |{{tunit|1=72|2=Permanently}} |- |<div lang="en" dir="ltr" class="mw-content-ltr"> IRS Annual Return (Form 990 or 990-EZ) and Worksheets </div> <div lang="en" dir="ltr" class="mw-content-ltr"> IRS Application for Tax-Exempt Status (Form 1023) </div> <div lang="en" dir="ltr" class="mw-content-ltr"> IRS Determination Letters </div> |{{tunit|1=72|2=Permanently}} |- |<div lang="en" dir="ltr" class="mw-content-ltr"> All books of account or records as are sufficient to show specifically the items of gross income, receipts, and disbursements, and to substantiate the information reported on the annual Form 990 tax return. </div> <div lang="en" dir="ltr" class="mw-content-ltr"> Such records include, without limitation, those that reflect information concerning expenses, proof of deductions, business costs, accounting procedures, and other information concerning Wikimedia Endowment's revenues. </div> |{{tunit|1=72|2=Permanently}} |- |<div lang="en" dir="ltr" class="mw-content-ltr"> State Sales Tax Exemption Letter </div> <div lang="en" dir="ltr" class="mw-content-ltr"> State Tax Returns and Worksheets </div> |{{tunit|1=72|2=Permanently}} |- |<span lang="en" dir="ltr" class="mw-content-ltr">Stock and Bond Records</span> |{{tunit|1=72|2=Permanently}} |- |<div lang="en" dir="ltr" class="mw-content-ltr"> Bank Deposit Slips </div> <div lang="en" dir="ltr" class="mw-content-ltr"> Bank Statements and Reconciliation </div> <div lang="en" dir="ltr" class="mw-content-ltr"> Accounts Payable Ledgers and Schedules </div> <div lang="en" dir="ltr" class="mw-content-ltr"> Expense Reports </div> <div lang="en" dir="ltr" class="mw-content-ltr"> Invoices (to customers, from vendors) </div> <div lang="en" dir="ltr" class="mw-content-ltr"> Inventories of merchandise </div> <div lang="en" dir="ltr" class="mw-content-ltr"> IRS 1099s </div> <div lang="en" dir="ltr" class="mw-content-ltr"> Journal Entries </div> <div lang="en" dir="ltr" class="mw-content-ltr"> Sales Records (merchandise sales) </div> <div lang="en" dir="ltr" class="mw-content-ltr"> Sales & Use Tax Filing Records </div> |<span lang="en" dir="ltr" class="mw-content-ltr">7 years</span> |- |<span lang="en" dir="ltr" class="mw-content-ltr">Leases</span> |<div lang="en" dir="ltr" class="mw-content-ltr"> 7 years after expiration, unless longer period: </div> <div lang="en" dir="ltr" class="mw-content-ltr"> * specified by terms of lease; and/or * indicated by breach-of-contract statute-of-limitations period in force in state (e.g., 15 years for Ohio), country, or province whose law would control any contractual dispute </div> |- |<span lang="en" dir="ltr" class="mw-content-ltr">Correspondence with Vendors</span> |<span lang="en" dir="ltr" class="mw-content-ltr">2 years after expiration of contract or agreement</span> |} <div lang="en" dir="ltr" class="mw-content-ltr"> === Part B - Fundraising Records === </div> {| class="wikitable" |{{tunit|1=67|2=Record Category}} |{{tunit|1=68|2=Retention Period}} |- |<div lang="en" dir="ltr" class="mw-content-ltr"> Fundraiser Records </div> <div lang="en" dir="ltr" class="mw-content-ltr"> A fundraiser for charitable purposes must maintain records reflecting the following: </div> <div lang="en" dir="ltr" class="mw-content-ltr"> * The date and amount of each contribution received as a result of the solicitation campaign and, for non-cash contributions, the name and mailing address of each contributor. * The name and residence address of each employee, agent, or other person involved in the solicitation campaign. * Records of all revenue received and expenses incurred in the course of the solicitation campaign. * For each account into which the commercial fundraiser deposited revenue from the solicitation campaign, the account number and the name and location of the bank or other financial institution in which the account was maintained. * If a commercial fundraiser sells tickets to an event and represents that they will be donated for use by another, he or she must keep the number of tickets purchased and donated by each contributor, and the name and address of all organizations receiving donated tickets. </div> |<span lang="en" dir="ltr" class="mw-content-ltr">During each solicitation campaign, and 10 years following its completion, the Wikimedia Endowment must maintain a copy of its contract with the commercial fundraiser and records of solicitations and donations according to the list of items (a) through (e) in the left column for this category</span> |- |<span lang="en" dir="ltr" class="mw-content-ltr">Solicitations for Contributions</span> |<span lang="en" dir="ltr" class="mw-content-ltr">See "Commercial Fundraiser Records" above</span> |- |<span lang="en" dir="ltr" class="mw-content-ltr">Donor Records</span> |<span lang="en" dir="ltr" class="mw-content-ltr">10 years</span> |- |<span lang="en" dir="ltr" class="mw-content-ltr">Correspondence, if (i) essential to one or more of the 10 years categories in this Part B; or (ii) if deemed to warrant permanent retention by the CFA or the GC</span> |{{tunit|1=109|2=10 years}} |- |<span lang="en" dir="ltr" class="mw-content-ltr">Endowment gift agreements between donors and Tides, as well as other documents pertaining to Wikimedia Endowment fund gifts; Grant Reports</span> |{{tunit|1=109|2=10 years}} |} <div lang="en" dir="ltr" class="mw-content-ltr"> === Part C - Human Resources Records === </div> {| class="wikitable" |{{tunit|1=67|2=Record Category}} |{{tunit|1=68|2=Retention Period}} |- |<span lang="en" dir="ltr" class="mw-content-ltr">Benefits Plans</span> |{{tunit|1=72|2=Permanently}} |- |<div lang="en" dir="ltr" class="mw-content-ltr"> Benefits Data & Records: </div> <div lang="en" dir="ltr" class="mw-content-ltr"> Benefits Claims </div> <div lang="en" dir="ltr" class="mw-content-ltr"> Benefits Insurance Policies (medical, dental, vision, LTD/STD/life, EAP, FSA, HSA, etc.) </div> <div lang="en" dir="ltr" class="mw-content-ltr"> Retirement Plan Data & Documents </div> <div lang="en" dir="ltr" class="mw-content-ltr"> COBRA </div> <div lang="en" dir="ltr" class="mw-content-ltr"> Overall Payroll Records: </div> <div lang="en" dir="ltr" class="mw-content-ltr"> Payroll Tax Returns </div> <div lang="en" dir="ltr" class="mw-content-ltr"> Payroll Summaries & Registers </div> <div lang="en" dir="ltr" class="mw-content-ltr"> State Unemployment Tax Records </div> <div lang="en" dir="ltr" class="mw-content-ltr"> W-2 Statements </div> |<span lang="en" dir="ltr" class="mw-content-ltr">6 years</span> |- |<div lang="en" dir="ltr" class="mw-content-ltr"> OSHA Documents </div> <div lang="en" dir="ltr" class="mw-content-ltr"> Accident Reports </div> |<span lang="en" dir="ltr" class="mw-content-ltr">5 years</span> |- |<span lang="en" dir="ltr" class="mw-content-ltr">Reduction In Force records</span> |<span lang="en" dir="ltr" class="mw-content-ltr">5 years from date of reduction</span> |- |<span lang="en" dir="ltr" class="mw-content-ltr">Workers' Compensation Records - Claim Files</span> |<div lang="en" dir="ltr" class="mw-content-ltr"> Latest of these dates: </div> <div lang="en" dir="ltr" class="mw-content-ltr"> (1) 5 years from date of injury; </div> <div lang="en" dir="ltr" class="mw-content-ltr"> (2) 5 years from date compensation last provided; </div> <div lang="en" dir="ltr" class="mw-content-ltr"> (3) 2 years after claim is closed; or </div> <div lang="en" dir="ltr" class="mw-content-ltr"> (4) if a governmental audit is conducted within the time specified under applicable law, then until the audit has become final </div> |- |<span lang="en" dir="ltr" class="mw-content-ltr">Worker's Compensation Records - Injury Claims</span> |{{tunit|1=126|2=5 years}} |- |<div lang="en" dir="ltr" class="mw-content-ltr"> Individual Employee Wage Records: </div> <div lang="en" dir="ltr" class="mw-content-ltr"> Deduction & Garnishment Records </div> <div lang="en" dir="ltr" class="mw-content-ltr"> Timesheets </div> <div lang="en" dir="ltr" class="mw-content-ltr"> Compensation Increases & Approvals </div> |<span lang="en" dir="ltr" class="mw-content-ltr">4 years after termination</span> |- |<div lang="en" dir="ltr" class="mw-content-ltr"> Employee Personnel File: </div> <div lang="en" dir="ltr" class="mw-content-ltr"> General Records (contracts, agreements, reviews, etc.) </div> <div lang="en" dir="ltr" class="mw-content-ltr"> Private-Information Records </div> <div lang="en" dir="ltr" class="mw-content-ltr"> Leave-Related Documents (FMLA, CRFA, PDL, etc.) </div> <div lang="en" dir="ltr" class="mw-content-ltr"> Promotion, Demotion, or Discharge Records </div> |<span lang="en" dir="ltr" class="mw-content-ltr">5 years after termination</span> |- |<div lang="en" dir="ltr" class="mw-content-ltr"> Employment applications or any other form of employment inquiry submitted to Wikimedia in response to an ad or other notice of job openings, including: </div> <div lang="en" dir="ltr" class="mw-content-ltr"> Records Pertaining to the Failure or Refusal to Hire </div> <div lang="en" dir="ltr" class="mw-content-ltr"> Employment Referral Records </div> <div lang="en" dir="ltr" class="mw-content-ltr"> Applicant Identification Records </div> |<div lang="en" dir="ltr" class="mw-content-ltr"> Successful candidates – 3 years after termination </div> <div lang="en" dir="ltr" class="mw-content-ltr"> Unsuccessful candidates – 2 years from the date the position is filled </div> |- |<div lang="en" dir="ltr" class="mw-content-ltr"> Legal Disputes: </div> <div lang="en" dir="ltr" class="mw-content-ltr"> Claims, Investigations & Legal Proceedings </div> <div lang="en" dir="ltr" class="mw-content-ltr"> Personnel & Payroll Records About Complaining Parties </div> <div lang="en" dir="ltr" class="mw-content-ltr"> Personnel & Payroll Records of Others in Similar Jobs </div> |<span lang="en" dir="ltr" class="mw-content-ltr">Through disposition of dispute or case and appeal plus any additional period that the GC might, in his/her discretion, determine to be appropriate</span> |- |<span lang="en" dir="ltr" class="mw-content-ltr">I-9 Forms</span> |<span lang="en" dir="ltr" class="mw-content-ltr">The later of 3 years from hire or 1 year after termination</span> |- |<span lang="en" dir="ltr" class="mw-content-ltr">Child Labor Certificates</span> |<span lang="en" dir="ltr" class="mw-content-ltr">3 years after termination</span> |- |<span lang="en" dir="ltr" class="mw-content-ltr">Affirmation Action Records</span> |<span lang="en" dir="ltr" class="mw-content-ltr">3 years</span> |- |<div lang="en" dir="ltr" class="mw-content-ltr"> Injury & Illness Prevention Program: </div> <div lang="en" dir="ltr" class="mw-content-ltr"> Inspections: </div> <div lang="en" dir="ltr" class="mw-content-ltr"> Records documenting scheduled and periodic inspections as required to identify unsafe conditions and work practices, including: </div> <div lang="en" dir="ltr" class="mw-content-ltr"> Name of person(s) conducting the inspection; </div> <div lang="en" dir="ltr" class="mw-content-ltr"> Unsafe conditions and work practices identified; and </div> <div lang="en" dir="ltr" class="mw-content-ltr"> Action taken to correct the unsafe conditions and work practices. </div> <div lang="en" dir="ltr" class="mw-content-ltr"> Illness Prevention Training </div> <div lang="en" dir="ltr" class="mw-content-ltr"> Records documenting required safety and health training for each employee, specifically including: </div> <div lang="en" dir="ltr" class="mw-content-ltr"> Employee name or other identifier; </div> <div lang="en" dir="ltr" class="mw-content-ltr"> training dates; </div> <div lang="en" dir="ltr" class="mw-content-ltr"> Type(s) of training; and </div> <div lang="en" dir="ltr" class="mw-content-ltr"> Name of training provider. </div> |<div lang="en" dir="ltr" class="mw-content-ltr"> 1 year </div> <div lang="en" dir="ltr" class="mw-content-ltr"> Note– likely kept in respective individual personnel "files" (except that training records of employees who have worked for less than one year for the employer need not be retained beyond the term of employment if provided to the employee upon termination). </div> |} <div lang="en" dir="ltr" class="mw-content-ltr"> === Part D - Legal Records === </div> {| class="wikitable" |{{tunit|1=67|2=Record Category}} |{{tunit|1=68|2=Retention Period}} |- |Articles of Incorporation |{{tunit|1=72|2=Permanently}} |- |<div lang="en" dir="ltr" class="mw-content-ltr"> Board Charters, Policies, Resolutions, Notices, Waivers of Notices, & Written Consents </div> <div lang="en" dir="ltr" class="mw-content-ltr"> Board Meetings' and Board Committees' Meetings' Minutes </div> <div lang="en" dir="ltr" class="mw-content-ltr"> Bylaws and Amendments </div> |{{tunit|1=72|2=Permanently}} |- |<span lang="en" dir="ltr" class="mw-content-ltr">Press Releases and Publicly Filed Documents</span> * <span lang="en" dir="ltr" class="mw-content-ltr">Purpose: Wikimedia should have its own copy to test the accuracy of any document a member of the public can theoretically produce against Wikimedia.</span> |{{tunit|1=72|2=Permanently}} |- |<span lang="en" dir="ltr" class="mw-content-ltr">Records Designated for Retention by the Bylaws (if any)</span> |<span lang="en" dir="ltr" class="mw-content-ltr">Specified Period</span> |- |<div lang="en" dir="ltr" class="mw-content-ltr"> Legal Matters Records – The legal counsel  will decide the disposition date for each (sub)set of records covered by the following categories: Subject to a litigation hold issued as to a situation or claim that does not ripen into a lawsuit or into an actual proceeding; </div> <div lang="en" dir="ltr" class="mw-content-ltr"> * Records from open and closed lawsuits and governmental proceedings, including but not limited to correspondence, pleadings, written discovery requests, and responses and information produced and received in discovery; </div> <div lang="en" dir="ltr" class="mw-content-ltr"> * Records produced by Wikimedia in response to non-party subpoenas; and * Due diligence files. </div> |<span lang="en" dir="ltr" class="mw-content-ltr">To be determined by legal counsel</span> |- |<span lang="en" dir="ltr" class="mw-content-ltr">Contracts – ALL, subject to three exceptions listed below</span> |<span lang="en" dir="ltr" class="mw-content-ltr">7 years after expiration, unless longer period:</span> * <span lang="en" dir="ltr" class="mw-content-ltr">specified by terms of contract; and/or</span> * <span lang="en" dir="ltr" class="mw-content-ltr">indicated by breach-of-contract statute-of-limitations period in force in state (e.g., 15 years for Ohio), country, or province whose law would control any contractual dispute</span> |- |<span lang="en" dir="ltr" class="mw-content-ltr">Contracts –  exception # 1 - FUNDRAISING contracts</span> |<span lang="en" dir="ltr" class="mw-content-ltr">See "Fundraising Records" under "Fundraising" category (Part B above)</span> |- |<span lang="en" dir="ltr" class="mw-content-ltr">Contracts – exception # 2 – FEDERAL GOVERNMENT (sub-)contracts and leases, as well as records directly pertaining to and involving transactions relating to the agreement – including, without limitation, all information required to be retained by the Federal Acquisition Regulation (FAR), including: civilian or military contracts, and every contract as to a public or private university, college, laboratory, or the like, whenever some or all of the funding is coming from a federal agency</span> |<div lang="en" dir="ltr" class="mw-content-ltr"> Longer of: </div> <div lang="en" dir="ltr" class="mw-content-ltr"> * Period stated in contract; or * Period stated in FAR regulations; or </div> <div lang="en" dir="ltr" class="mw-content-ltr"> * Period stated in any superseding agency-specific federal regulations  [e.g., D.O.E., per FAR 4.702(b)]; or * If no period stated, then permanently See 41 U.S.C. § 254d (civilian) and 10 U.S.C. § 2313 (military) </div> |- |<span lang="en" dir="ltr" class="mw-content-ltr">Contracts – exception # 3 – STATE OR LOCAL GOVERNMENT (sub-)contract and lease, as well as records directly pertaining to the agreement</span> |<div lang="en" dir="ltr" class="mw-content-ltr"> Longer of: </div> <div lang="en" dir="ltr" class="mw-content-ltr"> * Period stated in contract; or * Period provided in state and/or local statutes, regulations, guidelines, ordinances, specifications, and/or bid/RFP materials * 7 years after expiration </div> |- |<span lang="en" dir="ltr" class="mw-content-ltr">Filings with the Registry of Charitable Trusts</span> |{{tunit|1=109|2=10 years}} |- |<span lang="en" dir="ltr" class="mw-content-ltr">Grant Agreements Applications and Contracts</span> |<span lang="en" dir="ltr" class="mw-content-ltr">7 years after expiration</span> |- |<span lang="en" dir="ltr" class="mw-content-ltr">Licenses involving the intellectual property rights of Wikimedia or any other affiliated person or entity</span> |<div lang="en" dir="ltr" class="mw-content-ltr"> 7 years after expiration, unless longer period: </div> <div lang="en" dir="ltr" class="mw-content-ltr"> * specified by terms of license; and/or * indicated by breach-of-contract statute-of-limitations period in force in state (e.g., 15 years for Ohio), country, or province whose law would control any contractual dispute </div> |- |<div lang="en" dir="ltr" class="mw-content-ltr"> Intellectual Property other than Copyright, Patent, or Trademark: </div> <div lang="en" dir="ltr" class="mw-content-ltr"> * Royalties and Assignments Records; and </div> <div lang="en" dir="ltr" class="mw-content-ltr"> * Trade Secrets Records: ** all records containing trade secrets; and ** related documentation, including records evidencing measures taken by Wikimedia to protect its trade secrets and avoid the unauthorized use of trade secrets of others (including under all trade secret licenses) </div> |<span lang="en" dir="ltr" class="mw-content-ltr">Expiration of protected status plus 7 years</span> |- |<span lang="en" dir="ltr" class="mw-content-ltr">Patents granted by USPTO and all significant related records, including applications, invention/engineering notebooks, workpapers, correspondence, memos, and any speeches, recordings, and any other information demonstrating what was made available to the public and on what date(s)</span> |<span lang="en" dir="ltr" class="mw-content-ltr">Expiration of patent plus 7 years</span> |- |<span lang="en" dir="ltr" class="mw-content-ltr">Trademark Registrations</span> |<span lang="en" dir="ltr" class="mw-content-ltr">Expiration of protected status plus 7 years</span> |- |<span lang="en" dir="ltr" class="mw-content-ltr">Trademark – all significant related records, including applications and work papers</span> |<span lang="en" dir="ltr" class="mw-content-ltr">Expiration of protected status plus 7 years</span> |- |<span lang="en" dir="ltr" class="mw-content-ltr">Copyright Registrations</span> |<span lang="en" dir="ltr" class="mw-content-ltr">Expiration of copyright plus 7 years</span> |- |<span lang="en" dir="ltr" class="mw-content-ltr">Copyright – all significant related records, including applications and work papers</span> |<span lang="en" dir="ltr" class="mw-content-ltr">Expiration of copyright plus 7 years</span> |- |<span lang="en" dir="ltr" class="mw-content-ltr">Correspondence with parties who have contracted to receive services from Endowment</span> |<span lang="en" dir="ltr" class="mw-content-ltr">2 years after expiration of contract or agreement</span> |} <div lang="en" dir="ltr" class="mw-content-ltr"> === Part E: Third-Party Information Collected via the Endowment Websites === </div> <div lang="en" dir="ltr" class="mw-content-ltr"> Information collected from third parties through the Endowment's public-facing websites must be retained as described in the relevant Data Retention Guidelines. Note that litigation holds still apply to data collected under the Privacy Policy and Data Retention Guidelines. </div> <div lang="en" dir="ltr" class="mw-content-ltr"> === Part F: Other Information Not Mentioned === </div> <div lang="en" dir="ltr" class="mw-content-ltr"> Information not covered by any of the above categories will be deleted after 10 years of nonuse. </div> 67gyjs9wuwgabgs4amcuxfq5slwxhgx 519907 519905 2025-07-08T15:56:06Z Ameisenigel 1143 Created page with "Bitte informiere den Präsidenten, wenn du der Meinung bist, dass eine Aufbewahrungsfrist zu lang oder zu kurz ist oder eine Kategorie hinzugefügt oder entfernt werden sollte. Wenn du eine Ausnahme für gerechtfertigt hältst, musst du den Präsidenten informieren. Du darfst keine Ausnahme ohne Rücksprache mit dem Präsidenten selbst vornehmen. Bei Anpassungen oder Ausnahmen benachrichtigt der Präsident oder der Schriftführer die Mitarbeiter und aktualisiert die Vers..." 519907 wikitext text/x-wiki <languages />{{Help translate/Endowment}} {{Policy-endowment}} <span id="I._Purpose"></span> == I. Zweck == Diese Richtlinie beschreibt, wie das Wikimedia Endowment ("Wikimedia" oder "Endowment") die systematische Überprüfung, Aufbewahrung und Vernichtung von Informationen des Endowment handhabt. Insbesondere enthält diese Richtlinie Vorgaben zur Aufbewahrungsdauer bestimmter Informationen sowie zum Zeitpunkt und zur Art der Vernichtung von Aufzeichnungen. Ziel dieser Richtlinie ist es, die Einhaltung bundesstaatlicher, staatlicher und lokaler Gesetze und Vorschriften sicherzustellen, die versehentliche oder unbeabsichtigte Vernichtung von Aufzeichnungen zu verhindern, bestimmte Informationen nicht länger als nötig aufzubewahren und sicherzustellen, dass wir stets über die richtigen Informationen verfügen, die wir für unsere Arbeit benötigen. <span id="II._Overview"></span> == II. Überblick == Die drei Leitprinzipien dieser Richtlinie sind unten zusammengefasst: <span id="A._Wikimedia_Endowment_must_keep_information_that_is_subject_to_(1)_legally-imposed_retention_periods_or_(2)_business/operational_needs"></span> === A. Das Wikimedia Endowment muss Informationen aufbewahren, die (1) gesetzlich vorgeschriebenen Aufbewahrungsfristen oder (2) geschäftlichen/betrieblichen Erfordernissen unterliegen === Diese Richtlinie beschreibt spezifische Aufbewahrungsfristen für bestimmte Informationskategorien. Alle Mitarbeiter sind verpflichtet, Informationen dieser Kategorien für den angegebenen Zeitraum aufzubewahren. Die allgemeine Richtlinie ist in Abschnitt V beschrieben, die spezifischen Aufbewahrungsfristen sind in Abschnitt XI (dem "Aufbewahrungsplan" oder "Plan") definiert. Diese Fristen richten sich nach rechtlichen und betrieblichen Erfordernissen – beispielsweise müssen bestimmte Finanzunterlagen für den Fall einer Steuerprüfung für einen bestimmten Zeitraum aufbewahrt werden. Bitte informiere den Präsidenten, wenn du der Meinung bist, dass eine Aufbewahrungsfrist zu lang oder zu kurz ist oder eine Kategorie hinzugefügt oder entfernt werden sollte. Wenn du eine Ausnahme für gerechtfertigt hältst, musst du den Präsidenten informieren. Du darfst keine Ausnahme ohne Rücksprache mit dem Präsidenten selbst vornehmen. Bei Anpassungen oder Ausnahmen benachrichtigt der Präsident oder der Schriftführer die Mitarbeiter und aktualisiert die Version des Anhangs auf die neueste Version. <div lang="en" dir="ltr" class="mw-content-ltr"> === B. Wikimedia Endowment must keep all information subject to a "litigation hold" === </div> <div lang="en" dir="ltr" class="mw-content-ltr"> When we are threatened with legal action, or reasonably believe we will be threatened with legal action, a "litigation hold" is required to preserve any relevant information. Therefore, disposals or deletions of information that do not comply with this policy may result in legal complications for us, ranging from having to legally defend the deletions to criminal or civil liability. Section VI below explains in more detail which policies will apply if we face this situation. </div> <div lang="en" dir="ltr" class="mw-content-ltr"> === C. Wikimedia Endowment will permanently dispose of all information not subject to Sections II.A or II.B === </div> <div lang="en" dir="ltr" class="mw-content-ltr"> Most Endowment information does not require long-term retention. As set out in the Schedule, the routine disposal of information that we are not explicitly required to retain avoids unnecessary effort, expenses, and storage (both electronic and physical) involved in maintaining, organizing, and backing up old information. </div> <div lang="en" dir="ltr" class="mw-content-ltr"> == III. Scope == </div> <div lang="en" dir="ltr" class="mw-content-ltr"> === A. What information is covered? === </div> <div lang="en" dir="ltr" class="mw-content-ltr"> This policy applies to all information – regardless of physical form, format, or characteristics – created or received by the Endowment, including information in electronic or paper form. Also within the scope of this policy is all Endowment information stored, hosted, archived, or otherwise located with any outside vendor to which the Endowment outsources any of its data or hardcopy storage. </div> <div lang="en" dir="ltr" class="mw-content-ltr"> Because it may be relevant to litigation holds (Section VI), this policy includes information about users that is collected through the Endowment websites. However, as noted in the Retention Schedule, retention periods for information generated by the Endowment websites will generally be governed by the relevant privacy and applicable data retention policies (if any). </div> <div lang="en" dir="ltr" class="mw-content-ltr"> === B. Which people are covered by this policy? === </div> <div lang="en" dir="ltr" class="mw-content-ltr"> This policy applies to, and must be complied with by, all Wikimedia Endowment employees, advisors, consultants, contractors, temporary workers, and any others who have access to Wikimedia's electronically stored information ("ESI") or paper documents (collectively "covered parties"). ESI includes, among other things, emails, instant messages, and voicemails. For clarity, all third parties granted the ability to use any of the Endowment's information systems are covered under this policy. </div> <div lang="en" dir="ltr" class="mw-content-ltr"> == IV. Contacts and questions == </div> <div lang="en" dir="ltr" class="mw-content-ltr"> If, after consulting this policy, you have a question whether some information should be retained, or you have any other questions or otherwise need help with any related issues, please contact the President. </div> <div lang="en" dir="ltr" class="mw-content-ltr"> == V. Retention and destruction guidelines == </div> <div lang="en" dir="ltr" class="mw-content-ltr"> === A. How long must we keep records? === </div> <div lang="en" dir="ltr" class="mw-content-ltr"> The Endowment must keep adequate records about certain types of information for at least the minimum period required by applicable law. Tax, financial, and human resources records are especially important. Retention requirements for these and other record categories are in the Schedule below. As a note, we generally are not required to keep emails, but we are allowed to keep them unless they fall into a record category described in the Schedule below. Information with an ongoing or current business or operational need (i.e. it is important to have it for somebody to be able to do their job) must be retained for the duration of that need. </div> <div lang="en" dir="ltr" class="mw-content-ltr"> === B. How should we dispose of records? === </div> <div lang="en" dir="ltr" class="mw-content-ltr"> ==== 1. Routine, Regular Disposal ==== </div> <div lang="en" dir="ltr" class="mw-content-ltr"> All information lacking a legal or operational retention need should be permanently disposed of on a routine basis. Each record, including all copies, should be disposed of once it has reached the end of its defined retention period under the Schedule. The President is responsible for the ongoing process of identifying records that have outlasted the required retention period and overseeing their destruction. </div> <div lang="en" dir="ltr" class="mw-content-ltr"> ==== 2. Notice of Disposal ==== </div> <div lang="en" dir="ltr" class="mw-content-ltr"> In order to provide an opportunity to identify documents that remain necessary to ongoing business, the Endowment will seek to provide notice of scheduled deletions to a covered party 30 days in advance of planned deletions that would affect that party. Notice will include what documents are planned to be deleted and where they are stored. </div> <div lang="en" dir="ltr" class="mw-content-ltr"> ==== 3. Disposal and Destruction of Sensitive Information ==== </div> <div lang="en" dir="ltr" class="mw-content-ltr"> When disposing of sensitive information – including financial or personnel-related data – the disposal process must include sound destruction processes, such as shredding paper documents or secure deletion of electronic documents. </div> <div lang="en" dir="ltr" class="mw-content-ltr"> For documents that contain an individual's personally identifying information ("PII") – or any compilation of that information – destruction must comply with the Disposal Rule issued by the Federal Trade Commission ("FTC") under the Fair and Accurate Credit Transaction Act ("FACTA"). In practice, this means shredding paper and deleting electronic files such that they cannot be easily recovered or restored. Such records include background checks or consumer reports on prospective employees or contractors, and any compilations of that information. Destruction measures must also be sound whenever ESI or a hardcopy document contains health, medical, insurance, or other sensitive information on any individual. </div> <div lang="en" dir="ltr" class="mw-content-ltr"> == VI. Suspension of destruction: "Litigation hold" == </div> <div lang="en" dir="ltr" class="mw-content-ltr"> The Endowment requires all covered parties to comply fully with the procedures in this Policy and with the Schedule. All covered parties should note the following general exceptions to any stated destruction schedule: </div> <div lang="en" dir="ltr" class="mw-content-ltr"> === A. Litigation Holds. === </div> <div lang="en" dir="ltr" class="mw-content-ltr"> If you believe or the Endowment informs you that the Endowment's records are relevant to current litigation, potential litigation (that is, a dispute that could result in litigation), government investigation, audit, or other event (the "Litigation Hold Records"), you must preserve and not delete, dispose, destroy, or change those Litigation Hold Records, including emails, until the legal counsel determines those Litigation Hold Records are no longer needed. This exception is referred to as a litigation hold or legal hold, and replaces any previously or subsequently established destruction schedule for those Litigation Hold Records. If you believe this exception may apply, or have any questions regarding whether it may possibly apply, please contact the President. </div> <div lang="en" dir="ltr" class="mw-content-ltr"> === B. Special Situations. === </div> <div lang="en" dir="ltr" class="mw-content-ltr"> You may be asked to suspend any routine disposal procedures for records in connection with certain other types of events, such as the replacement of the Endowment's information technology systems. </div> <div lang="en" dir="ltr" class="mw-content-ltr"> == VII. Separating/departing employees == </div> <div lang="en" dir="ltr" class="mw-content-ltr"> Consistent with any Endowment employment and IT policies and procedures, the Endowment handles information maintained by terminated/departing covered parties as follows: </div> <div lang="en" dir="ltr" class="mw-content-ltr"> === A. Notice === </div> <div lang="en" dir="ltr" class="mw-content-ltr"> When a covered party separates from the Endowment, the individual's manager will determine if there is any ESI (electronically stored information) or hard copy information created by or pertaining to that person will be retained. </div> <div lang="en" dir="ltr" class="mw-content-ltr"> === B. Retention of information === </div> <div lang="en" dir="ltr" class="mw-content-ltr"> During the review period, the Endowment will retain any ESI or hard copy information according to its policies. After the review period, the information will be deleted if not required to be retained or if there is not an extension granted according to procedures in this policy. </div> <div lang="en" dir="ltr" class="mw-content-ltr"> === C. Application only to individual information === </div> <div lang="en" dir="ltr" class="mw-content-ltr"> This section applies to an individual's laptop and ESI that individual maintained, which will be wiped after 15 days if not required to be retained. It does not apply to staff-wide system backups (such as email accounts) which may be retained for a longer period of time up to 10 years per the appendix below. </div> <div lang="en" dir="ltr" class="mw-content-ltr"> == VIII. Emergency planning and backups == </div> <div lang="en" dir="ltr" class="mw-content-ltr"> The Endowment's records must be stored in a safe, secure, and accessible manner. Information and financial files that are essential to keeping the Endowment operating in an emergency will be duplicated or backed up regularly and maintained off-site. </div> <div lang="en" dir="ltr" class="mw-content-ltr"> The Endowment will establish procedures for frequent and systemized backups of information stored in central locations and repositories. As the details of the Endowment's backup procedures change over time, the President may review and revise this policy accordingly. </div> <div lang="en" dir="ltr" class="mw-content-ltr"> All personnel must comply with the Endowment's procedures requested of them and take reasonable precautions to ensure vital data is not lost due to equipment failure, to natural disaster, and/or to only being stored in a non-backed-up location on a local machine or device. All personnel are responsible for paying attention to backup changes announced by the Endowment. </div> <div lang="en" dir="ltr" class="mw-content-ltr"> Backups of individual laptops will be retained for no longer than one year. These backups of centrally stored information are maintained for disaster recovery and business continuity and not for information-management or retrieval. Therefore, to further this policy's guiding principles, the Endowment will retain backups only for the respective periods in relevant protocols, subject to any suspension of recycling/rotation required by a litigation hold, law, or a business interest. </div> <div lang="en" dir="ltr" class="mw-content-ltr"> == IX. Compliance == </div> <div lang="en" dir="ltr" class="mw-content-ltr"> This policy will remain in effect unless revoked or modified by the President in writing. The President and the Finance Committee Chair will periodically review this policy's procedures and the schedule's categories with the legal counsel or certified public accountant to see if updates are warranted. At least once a year, the President will remind Endowment accessors and third parties covered by the policy about this policy and its contents. Periodically, to ensure that best efforts are being made to follow this policy as consistently as possible, the President will commission an assessment that analyzes the degree of compliance by Endowment accessors, third parties, and outside storage vendors. </div> <div lang="en" dir="ltr" class="mw-content-ltr"> Reasonable variances as to the scheduling of retention-related activities, including such reminders and assessments, may be permitted based on business needs – such as involvement in time-sensitive transactions at the time of a scheduled reminder or assessment. To the extent possible, records memorializing adherence to this policy, including periodic reminders, will be retained by the President following the timing rules of this policy. </div> <div lang="en" dir="ltr" class="mw-content-ltr"> == X. Enforcement == </div> <div lang="en" dir="ltr" class="mw-content-ltr"> Failure on the part of employees to follow this policy can result in possible civil and criminal sanctions against the Wikimedia Endowment and its employees and contractors as well as possible disciplinary action against responsible individuals. </div> <div lang="en" dir="ltr" class="mw-content-ltr"> Any Wikimedia covered party found to have violated this policy may be subject to disciplinary action, up to and including termination of employment or services. </div> <div lang="en" dir="ltr" class="mw-content-ltr"> == XI. Schedule of retention periods == </div> <div lang="en" dir="ltr" class="mw-content-ltr"> By default, the above three guiding principles of this policy apply to all Wikimedia information. This list is non-exhaustive and subject to change over time with approval of the President. Records that are not listed, but are substantially similar to those listed in the Schedule, will be retained for the same amount of time as those records. Unless paper storage is specifically noted as required, electronic storage is acceptable and highly encouraged. In the event that a document falls into multiple categories below, it should be retained for the longest period of time required. </div> <div lang="en" dir="ltr" class="mw-content-ltr"> === Part A - Financial Records === </div> {| class="wikitable" |<span lang="en" dir="ltr" class="mw-content-ltr">Record Category</span> |<span lang="en" dir="ltr" class="mw-content-ltr">Retention Period</span> |- |<div lang="en" dir="ltr" class="mw-content-ltr"> Financial Statements </div> <div lang="en" dir="ltr" class="mw-content-ltr"> General Ledgers </div> <div lang="en" dir="ltr" class="mw-content-ltr"> Audit Reports </div> |<span lang="en" dir="ltr" class="mw-content-ltr">Permanently</span> |- |<div lang="en" dir="ltr" class="mw-content-ltr"> Appraisals </div> <div lang="en" dir="ltr" class="mw-content-ltr"> Deeds and Bills of Sale </div> <div lang="en" dir="ltr" class="mw-content-ltr"> Depreciation Schedules </div> <div lang="en" dir="ltr" class="mw-content-ltr"> Fixed Asset Records </div> |{{tunit|1=72|2=Permanently}} |- |<span lang="en" dir="ltr" class="mw-content-ltr">Construction Documents</span> |{{tunit|1=72|2=Permanently}} |- |Correspondence, if (i) essential to one or more of the "permanently" categories in this Part A; or (ii) if deemed to warrant permanent retention by the CFA or the legal team |{{tunit|1=72|2=Permanently}} |- |Annual Reports to Secretary of State/Attorney General |{{tunit|1=72|2=Permanently}} |- |<div lang="en" dir="ltr" class="mw-content-ltr"> IRS Annual Return (Form 990 or 990-EZ) and Worksheets </div> <div lang="en" dir="ltr" class="mw-content-ltr"> IRS Application for Tax-Exempt Status (Form 1023) </div> <div lang="en" dir="ltr" class="mw-content-ltr"> IRS Determination Letters </div> |{{tunit|1=72|2=Permanently}} |- |<div lang="en" dir="ltr" class="mw-content-ltr"> All books of account or records as are sufficient to show specifically the items of gross income, receipts, and disbursements, and to substantiate the information reported on the annual Form 990 tax return. </div> <div lang="en" dir="ltr" class="mw-content-ltr"> Such records include, without limitation, those that reflect information concerning expenses, proof of deductions, business costs, accounting procedures, and other information concerning Wikimedia Endowment's revenues. </div> |{{tunit|1=72|2=Permanently}} |- |<div lang="en" dir="ltr" class="mw-content-ltr"> State Sales Tax Exemption Letter </div> <div lang="en" dir="ltr" class="mw-content-ltr"> State Tax Returns and Worksheets </div> |{{tunit|1=72|2=Permanently}} |- |<span lang="en" dir="ltr" class="mw-content-ltr">Stock and Bond Records</span> |{{tunit|1=72|2=Permanently}} |- |<div lang="en" dir="ltr" class="mw-content-ltr"> Bank Deposit Slips </div> <div lang="en" dir="ltr" class="mw-content-ltr"> Bank Statements and Reconciliation </div> <div lang="en" dir="ltr" class="mw-content-ltr"> Accounts Payable Ledgers and Schedules </div> <div lang="en" dir="ltr" class="mw-content-ltr"> Expense Reports </div> <div lang="en" dir="ltr" class="mw-content-ltr"> Invoices (to customers, from vendors) </div> <div lang="en" dir="ltr" class="mw-content-ltr"> Inventories of merchandise </div> <div lang="en" dir="ltr" class="mw-content-ltr"> IRS 1099s </div> <div lang="en" dir="ltr" class="mw-content-ltr"> Journal Entries </div> <div lang="en" dir="ltr" class="mw-content-ltr"> Sales Records (merchandise sales) </div> <div lang="en" dir="ltr" class="mw-content-ltr"> Sales & Use Tax Filing Records </div> |<span lang="en" dir="ltr" class="mw-content-ltr">7 years</span> |- |<span lang="en" dir="ltr" class="mw-content-ltr">Leases</span> |<div lang="en" dir="ltr" class="mw-content-ltr"> 7 years after expiration, unless longer period: </div> <div lang="en" dir="ltr" class="mw-content-ltr"> * specified by terms of lease; and/or * indicated by breach-of-contract statute-of-limitations period in force in state (e.g., 15 years for Ohio), country, or province whose law would control any contractual dispute </div> |- |<span lang="en" dir="ltr" class="mw-content-ltr">Correspondence with Vendors</span> |<span lang="en" dir="ltr" class="mw-content-ltr">2 years after expiration of contract or agreement</span> |} <div lang="en" dir="ltr" class="mw-content-ltr"> === Part B - Fundraising Records === </div> {| class="wikitable" |{{tunit|1=67|2=Record Category}} |{{tunit|1=68|2=Retention Period}} |- |<div lang="en" dir="ltr" class="mw-content-ltr"> Fundraiser Records </div> <div lang="en" dir="ltr" class="mw-content-ltr"> A fundraiser for charitable purposes must maintain records reflecting the following: </div> <div lang="en" dir="ltr" class="mw-content-ltr"> * The date and amount of each contribution received as a result of the solicitation campaign and, for non-cash contributions, the name and mailing address of each contributor. * The name and residence address of each employee, agent, or other person involved in the solicitation campaign. * Records of all revenue received and expenses incurred in the course of the solicitation campaign. * For each account into which the commercial fundraiser deposited revenue from the solicitation campaign, the account number and the name and location of the bank or other financial institution in which the account was maintained. * If a commercial fundraiser sells tickets to an event and represents that they will be donated for use by another, he or she must keep the number of tickets purchased and donated by each contributor, and the name and address of all organizations receiving donated tickets. </div> |<span lang="en" dir="ltr" class="mw-content-ltr">During each solicitation campaign, and 10 years following its completion, the Wikimedia Endowment must maintain a copy of its contract with the commercial fundraiser and records of solicitations and donations according to the list of items (a) through (e) in the left column for this category</span> |- |<span lang="en" dir="ltr" class="mw-content-ltr">Solicitations for Contributions</span> |<span lang="en" dir="ltr" class="mw-content-ltr">See "Commercial Fundraiser Records" above</span> |- |<span lang="en" dir="ltr" class="mw-content-ltr">Donor Records</span> |<span lang="en" dir="ltr" class="mw-content-ltr">10 years</span> |- |<span lang="en" dir="ltr" class="mw-content-ltr">Correspondence, if (i) essential to one or more of the 10 years categories in this Part B; or (ii) if deemed to warrant permanent retention by the CFA or the GC</span> |{{tunit|1=109|2=10 years}} |- |<span lang="en" dir="ltr" class="mw-content-ltr">Endowment gift agreements between donors and Tides, as well as other documents pertaining to Wikimedia Endowment fund gifts; Grant Reports</span> |{{tunit|1=109|2=10 years}} |} <div lang="en" dir="ltr" class="mw-content-ltr"> === Part C - Human Resources Records === </div> {| class="wikitable" |{{tunit|1=67|2=Record Category}} |{{tunit|1=68|2=Retention Period}} |- |<span lang="en" dir="ltr" class="mw-content-ltr">Benefits Plans</span> |{{tunit|1=72|2=Permanently}} |- |<div lang="en" dir="ltr" class="mw-content-ltr"> Benefits Data & Records: </div> <div lang="en" dir="ltr" class="mw-content-ltr"> Benefits Claims </div> <div lang="en" dir="ltr" class="mw-content-ltr"> Benefits Insurance Policies (medical, dental, vision, LTD/STD/life, EAP, FSA, HSA, etc.) </div> <div lang="en" dir="ltr" class="mw-content-ltr"> Retirement Plan Data & Documents </div> <div lang="en" dir="ltr" class="mw-content-ltr"> COBRA </div> <div lang="en" dir="ltr" class="mw-content-ltr"> Overall Payroll Records: </div> <div lang="en" dir="ltr" class="mw-content-ltr"> Payroll Tax Returns </div> <div lang="en" dir="ltr" class="mw-content-ltr"> Payroll Summaries & Registers </div> <div lang="en" dir="ltr" class="mw-content-ltr"> State Unemployment Tax Records </div> <div lang="en" dir="ltr" class="mw-content-ltr"> W-2 Statements </div> |<span lang="en" dir="ltr" class="mw-content-ltr">6 years</span> |- |<div lang="en" dir="ltr" class="mw-content-ltr"> OSHA Documents </div> <div lang="en" dir="ltr" class="mw-content-ltr"> Accident Reports </div> |<span lang="en" dir="ltr" class="mw-content-ltr">5 years</span> |- |<span lang="en" dir="ltr" class="mw-content-ltr">Reduction In Force records</span> |<span lang="en" dir="ltr" class="mw-content-ltr">5 years from date of reduction</span> |- |<span lang="en" dir="ltr" class="mw-content-ltr">Workers' Compensation Records - Claim Files</span> |<div lang="en" dir="ltr" class="mw-content-ltr"> Latest of these dates: </div> <div lang="en" dir="ltr" class="mw-content-ltr"> (1) 5 years from date of injury; </div> <div lang="en" dir="ltr" class="mw-content-ltr"> (2) 5 years from date compensation last provided; </div> <div lang="en" dir="ltr" class="mw-content-ltr"> (3) 2 years after claim is closed; or </div> <div lang="en" dir="ltr" class="mw-content-ltr"> (4) if a governmental audit is conducted within the time specified under applicable law, then until the audit has become final </div> |- |<span lang="en" dir="ltr" class="mw-content-ltr">Worker's Compensation Records - Injury Claims</span> |{{tunit|1=126|2=5 years}} |- |<div lang="en" dir="ltr" class="mw-content-ltr"> Individual Employee Wage Records: </div> <div lang="en" dir="ltr" class="mw-content-ltr"> Deduction & Garnishment Records </div> <div lang="en" dir="ltr" class="mw-content-ltr"> Timesheets </div> <div lang="en" dir="ltr" class="mw-content-ltr"> Compensation Increases & Approvals </div> |<span lang="en" dir="ltr" class="mw-content-ltr">4 years after termination</span> |- |<div lang="en" dir="ltr" class="mw-content-ltr"> Employee Personnel File: </div> <div lang="en" dir="ltr" class="mw-content-ltr"> General Records (contracts, agreements, reviews, etc.) </div> <div lang="en" dir="ltr" class="mw-content-ltr"> Private-Information Records </div> <div lang="en" dir="ltr" class="mw-content-ltr"> Leave-Related Documents (FMLA, CRFA, PDL, etc.) </div> <div lang="en" dir="ltr" class="mw-content-ltr"> Promotion, Demotion, or Discharge Records </div> |<span lang="en" dir="ltr" class="mw-content-ltr">5 years after termination</span> |- |<div lang="en" dir="ltr" class="mw-content-ltr"> Employment applications or any other form of employment inquiry submitted to Wikimedia in response to an ad or other notice of job openings, including: </div> <div lang="en" dir="ltr" class="mw-content-ltr"> Records Pertaining to the Failure or Refusal to Hire </div> <div lang="en" dir="ltr" class="mw-content-ltr"> Employment Referral Records </div> <div lang="en" dir="ltr" class="mw-content-ltr"> Applicant Identification Records </div> |<div lang="en" dir="ltr" class="mw-content-ltr"> Successful candidates – 3 years after termination </div> <div lang="en" dir="ltr" class="mw-content-ltr"> Unsuccessful candidates – 2 years from the date the position is filled </div> |- |<div lang="en" dir="ltr" class="mw-content-ltr"> Legal Disputes: </div> <div lang="en" dir="ltr" class="mw-content-ltr"> Claims, Investigations & Legal Proceedings </div> <div lang="en" dir="ltr" class="mw-content-ltr"> Personnel & Payroll Records About Complaining Parties </div> <div lang="en" dir="ltr" class="mw-content-ltr"> Personnel & Payroll Records of Others in Similar Jobs </div> |<span lang="en" dir="ltr" class="mw-content-ltr">Through disposition of dispute or case and appeal plus any additional period that the GC might, in his/her discretion, determine to be appropriate</span> |- |<span lang="en" dir="ltr" class="mw-content-ltr">I-9 Forms</span> |<span lang="en" dir="ltr" class="mw-content-ltr">The later of 3 years from hire or 1 year after termination</span> |- |<span lang="en" dir="ltr" class="mw-content-ltr">Child Labor Certificates</span> |<span lang="en" dir="ltr" class="mw-content-ltr">3 years after termination</span> |- |<span lang="en" dir="ltr" class="mw-content-ltr">Affirmation Action Records</span> |<span lang="en" dir="ltr" class="mw-content-ltr">3 years</span> |- |<div lang="en" dir="ltr" class="mw-content-ltr"> Injury & Illness Prevention Program: </div> <div lang="en" dir="ltr" class="mw-content-ltr"> Inspections: </div> <div lang="en" dir="ltr" class="mw-content-ltr"> Records documenting scheduled and periodic inspections as required to identify unsafe conditions and work practices, including: </div> <div lang="en" dir="ltr" class="mw-content-ltr"> Name of person(s) conducting the inspection; </div> <div lang="en" dir="ltr" class="mw-content-ltr"> Unsafe conditions and work practices identified; and </div> <div lang="en" dir="ltr" class="mw-content-ltr"> Action taken to correct the unsafe conditions and work practices. </div> <div lang="en" dir="ltr" class="mw-content-ltr"> Illness Prevention Training </div> <div lang="en" dir="ltr" class="mw-content-ltr"> Records documenting required safety and health training for each employee, specifically including: </div> <div lang="en" dir="ltr" class="mw-content-ltr"> Employee name or other identifier; </div> <div lang="en" dir="ltr" class="mw-content-ltr"> training dates; </div> <div lang="en" dir="ltr" class="mw-content-ltr"> Type(s) of training; and </div> <div lang="en" dir="ltr" class="mw-content-ltr"> Name of training provider. </div> |<div lang="en" dir="ltr" class="mw-content-ltr"> 1 year </div> <div lang="en" dir="ltr" class="mw-content-ltr"> Note– likely kept in respective individual personnel "files" (except that training records of employees who have worked for less than one year for the employer need not be retained beyond the term of employment if provided to the employee upon termination). </div> |} <div lang="en" dir="ltr" class="mw-content-ltr"> === Part D - Legal Records === </div> {| class="wikitable" |{{tunit|1=67|2=Record Category}} |{{tunit|1=68|2=Retention Period}} |- |Articles of Incorporation |{{tunit|1=72|2=Permanently}} |- |<div lang="en" dir="ltr" class="mw-content-ltr"> Board Charters, Policies, Resolutions, Notices, Waivers of Notices, & Written Consents </div> <div lang="en" dir="ltr" class="mw-content-ltr"> Board Meetings' and Board Committees' Meetings' Minutes </div> <div lang="en" dir="ltr" class="mw-content-ltr"> Bylaws and Amendments </div> |{{tunit|1=72|2=Permanently}} |- |<span lang="en" dir="ltr" class="mw-content-ltr">Press Releases and Publicly Filed Documents</span> * <span lang="en" dir="ltr" class="mw-content-ltr">Purpose: Wikimedia should have its own copy to test the accuracy of any document a member of the public can theoretically produce against Wikimedia.</span> |{{tunit|1=72|2=Permanently}} |- |<span lang="en" dir="ltr" class="mw-content-ltr">Records Designated for Retention by the Bylaws (if any)</span> |<span lang="en" dir="ltr" class="mw-content-ltr">Specified Period</span> |- |<div lang="en" dir="ltr" class="mw-content-ltr"> Legal Matters Records – The legal counsel  will decide the disposition date for each (sub)set of records covered by the following categories: Subject to a litigation hold issued as to a situation or claim that does not ripen into a lawsuit or into an actual proceeding; </div> <div lang="en" dir="ltr" class="mw-content-ltr"> * Records from open and closed lawsuits and governmental proceedings, including but not limited to correspondence, pleadings, written discovery requests, and responses and information produced and received in discovery; </div> <div lang="en" dir="ltr" class="mw-content-ltr"> * Records produced by Wikimedia in response to non-party subpoenas; and * Due diligence files. </div> |<span lang="en" dir="ltr" class="mw-content-ltr">To be determined by legal counsel</span> |- |<span lang="en" dir="ltr" class="mw-content-ltr">Contracts – ALL, subject to three exceptions listed below</span> |<span lang="en" dir="ltr" class="mw-content-ltr">7 years after expiration, unless longer period:</span> * <span lang="en" dir="ltr" class="mw-content-ltr">specified by terms of contract; and/or</span> * <span lang="en" dir="ltr" class="mw-content-ltr">indicated by breach-of-contract statute-of-limitations period in force in state (e.g., 15 years for Ohio), country, or province whose law would control any contractual dispute</span> |- |<span lang="en" dir="ltr" class="mw-content-ltr">Contracts –  exception # 1 - FUNDRAISING contracts</span> |<span lang="en" dir="ltr" class="mw-content-ltr">See "Fundraising Records" under "Fundraising" category (Part B above)</span> |- |<span lang="en" dir="ltr" class="mw-content-ltr">Contracts – exception # 2 – FEDERAL GOVERNMENT (sub-)contracts and leases, as well as records directly pertaining to and involving transactions relating to the agreement – including, without limitation, all information required to be retained by the Federal Acquisition Regulation (FAR), including: civilian or military contracts, and every contract as to a public or private university, college, laboratory, or the like, whenever some or all of the funding is coming from a federal agency</span> |<div lang="en" dir="ltr" class="mw-content-ltr"> Longer of: </div> <div lang="en" dir="ltr" class="mw-content-ltr"> * Period stated in contract; or * Period stated in FAR regulations; or </div> <div lang="en" dir="ltr" class="mw-content-ltr"> * Period stated in any superseding agency-specific federal regulations  [e.g., D.O.E., per FAR 4.702(b)]; or * If no period stated, then permanently See 41 U.S.C. § 254d (civilian) and 10 U.S.C. § 2313 (military) </div> |- |<span lang="en" dir="ltr" class="mw-content-ltr">Contracts – exception # 3 – STATE OR LOCAL GOVERNMENT (sub-)contract and lease, as well as records directly pertaining to the agreement</span> |<div lang="en" dir="ltr" class="mw-content-ltr"> Longer of: </div> <div lang="en" dir="ltr" class="mw-content-ltr"> * Period stated in contract; or * Period provided in state and/or local statutes, regulations, guidelines, ordinances, specifications, and/or bid/RFP materials * 7 years after expiration </div> |- |<span lang="en" dir="ltr" class="mw-content-ltr">Filings with the Registry of Charitable Trusts</span> |{{tunit|1=109|2=10 years}} |- |<span lang="en" dir="ltr" class="mw-content-ltr">Grant Agreements Applications and Contracts</span> |<span lang="en" dir="ltr" class="mw-content-ltr">7 years after expiration</span> |- |<span lang="en" dir="ltr" class="mw-content-ltr">Licenses involving the intellectual property rights of Wikimedia or any other affiliated person or entity</span> |<div lang="en" dir="ltr" class="mw-content-ltr"> 7 years after expiration, unless longer period: </div> <div lang="en" dir="ltr" class="mw-content-ltr"> * specified by terms of license; and/or * indicated by breach-of-contract statute-of-limitations period in force in state (e.g., 15 years for Ohio), country, or province whose law would control any contractual dispute </div> |- |<div lang="en" dir="ltr" class="mw-content-ltr"> Intellectual Property other than Copyright, Patent, or Trademark: </div> <div lang="en" dir="ltr" class="mw-content-ltr"> * Royalties and Assignments Records; and </div> <div lang="en" dir="ltr" class="mw-content-ltr"> * Trade Secrets Records: ** all records containing trade secrets; and ** related documentation, including records evidencing measures taken by Wikimedia to protect its trade secrets and avoid the unauthorized use of trade secrets of others (including under all trade secret licenses) </div> |<span lang="en" dir="ltr" class="mw-content-ltr">Expiration of protected status plus 7 years</span> |- |<span lang="en" dir="ltr" class="mw-content-ltr">Patents granted by USPTO and all significant related records, including applications, invention/engineering notebooks, workpapers, correspondence, memos, and any speeches, recordings, and any other information demonstrating what was made available to the public and on what date(s)</span> |<span lang="en" dir="ltr" class="mw-content-ltr">Expiration of patent plus 7 years</span> |- |<span lang="en" dir="ltr" class="mw-content-ltr">Trademark Registrations</span> |<span lang="en" dir="ltr" class="mw-content-ltr">Expiration of protected status plus 7 years</span> |- |<span lang="en" dir="ltr" class="mw-content-ltr">Trademark – all significant related records, including applications and work papers</span> |<span lang="en" dir="ltr" class="mw-content-ltr">Expiration of protected status plus 7 years</span> |- |<span lang="en" dir="ltr" class="mw-content-ltr">Copyright Registrations</span> |<span lang="en" dir="ltr" class="mw-content-ltr">Expiration of copyright plus 7 years</span> |- |<span lang="en" dir="ltr" class="mw-content-ltr">Copyright – all significant related records, including applications and work papers</span> |<span lang="en" dir="ltr" class="mw-content-ltr">Expiration of copyright plus 7 years</span> |- |<span lang="en" dir="ltr" class="mw-content-ltr">Correspondence with parties who have contracted to receive services from Endowment</span> |<span lang="en" dir="ltr" class="mw-content-ltr">2 years after expiration of contract or agreement</span> |} <div lang="en" dir="ltr" class="mw-content-ltr"> === Part E: Third-Party Information Collected via the Endowment Websites === </div> <div lang="en" dir="ltr" class="mw-content-ltr"> Information collected from third parties through the Endowment's public-facing websites must be retained as described in the relevant Data Retention Guidelines. Note that litigation holds still apply to data collected under the Privacy Policy and Data Retention Guidelines. </div> <div lang="en" dir="ltr" class="mw-content-ltr"> === Part F: Other Information Not Mentioned === </div> <div lang="en" dir="ltr" class="mw-content-ltr"> Information not covered by any of the above categories will be deleted after 10 years of nonuse. </div> e214jhjzrxuulz7tt5bc0imkl83d4ai 1198 174495 519902 2025-07-08T15:51:11Z Ameisenigel 1143 Created page with "=== A. Das Wikimedia Endowment muss Informationen aufbewahren, die (1) gesetzlich vorgeschriebenen Aufbewahrungsfristen oder (2) geschäftlichen/betrieblichen Erfordernissen unterliegen ===" 519902 wikitext text/x-wiki === A. Das Wikimedia Endowment muss Informationen aufbewahren, die (1) gesetzlich vorgeschriebenen Aufbewahrungsfristen oder (2) geschäftlichen/betrieblichen Erfordernissen unterliegen === 25fc1cog5ran7qocyplni44s0xmk25z 1198 174496 519904 2025-07-08T15:54:08Z Ameisenigel 1143 Created page with "Diese Richtlinie beschreibt spezifische Aufbewahrungsfristen für bestimmte Informationskategorien. Alle Mitarbeiter sind verpflichtet, Informationen dieser Kategorien für den angegebenen Zeitraum aufzubewahren. Die allgemeine Richtlinie ist in Abschnitt V beschrieben, die spezifischen Aufbewahrungsfristen sind in Abschnitt XI (dem "Aufbewahrungsplan" oder "Plan") definiert. Diese Fristen richten sich nach rechtlichen und betrieblichen Erfordernissen – beispielsweise..." 519904 wikitext text/x-wiki Diese Richtlinie beschreibt spezifische Aufbewahrungsfristen für bestimmte Informationskategorien. Alle Mitarbeiter sind verpflichtet, Informationen dieser Kategorien für den angegebenen Zeitraum aufzubewahren. Die allgemeine Richtlinie ist in Abschnitt V beschrieben, die spezifischen Aufbewahrungsfristen sind in Abschnitt XI (dem "Aufbewahrungsplan" oder "Plan") definiert. Diese Fristen richten sich nach rechtlichen und betrieblichen Erfordernissen – beispielsweise müssen bestimmte Finanzunterlagen für den Fall einer Steuerprüfung für einen bestimmten Zeitraum aufbewahrt werden. o2luonetaxcfqxbyaol17o9e2bk2kbc 1198 174497 519906 2025-07-08T15:56:05Z Ameisenigel 1143 Created page with "Bitte informiere den Präsidenten, wenn du der Meinung bist, dass eine Aufbewahrungsfrist zu lang oder zu kurz ist oder eine Kategorie hinzugefügt oder entfernt werden sollte. Wenn du eine Ausnahme für gerechtfertigt hältst, musst du den Präsidenten informieren. Du darfst keine Ausnahme ohne Rücksprache mit dem Präsidenten selbst vornehmen. Bei Anpassungen oder Ausnahmen benachrichtigt der Präsident oder der Schriftführer die Mitarbeiter und aktualisiert die Vers..." 519906 wikitext text/x-wiki Bitte informiere den Präsidenten, wenn du der Meinung bist, dass eine Aufbewahrungsfrist zu lang oder zu kurz ist oder eine Kategorie hinzugefügt oder entfernt werden sollte. Wenn du eine Ausnahme für gerechtfertigt hältst, musst du den Präsidenten informieren. Du darfst keine Ausnahme ohne Rücksprache mit dem Präsidenten selbst vornehmen. Bei Anpassungen oder Ausnahmen benachrichtigt der Präsident oder der Schriftführer die Mitarbeiter und aktualisiert die Version des Anhangs auf die neueste Version. 6zcedatf0kldpv7siqtkxpw75ubpkcl 2 174498 519908 2025-07-08T20:20:10Z Kouame berenger 203042 Created page with "Bonjour à vous je sollicite votre bienveillance. Je suis pas un alligator.je suis ce que je suis . Qui suis-je cordialement." 519908 wikitext text/x-wiki Bonjour à vous je sollicite votre bienveillance. Je suis pas un alligator.je suis ce que je suis . Qui suis-je cordialement. t0qq9ay1jlu7qmuvf7s7f1di0g2y0e5 519909 519908 2025-07-08T20:25:22Z Kouame berenger 203042 519909 wikitext text/x-wiki Bonjour à vous je sollicite votre bienveillance. Je suis pas un alligator. je suis ce que je suis . Qui suis-je cordialement. e7v2w2lpzhqw4exic61w3zu0lcfvo3g 519910 519909 2025-07-08T20:27:52Z Kouame berenger 203042 519910 wikitext text/x-wiki Bonjour à vous Je sollicite votre bienveillance. suis-je pas un Alligators. Je suis ce que Je suis . Qui suis-Je cordialement. 3yof9zpin263sx5p4v0fcsvx73meyx7