Managing Conservation Easements in Perpetuity - Environmental ...

Mountain Conservation Trust of GA: Policies and Procedures
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Mountain Conservation Trust of Georgia’s Mission
The Mountain Conservation Trust of Georgia is dedicated to the permanent preservation of the
natural resources and scenic beauty of the mountains and foothills of North Georgia through
land protection, collaborative partnerships and education.
POLICIES AND PROCEDURES FOR CREATION OF COMPUTER FILING SYSTEM
Compliance with “Legal Admissibility and Evidential Weight of Information Stored
Electronically” Standards & Principles for Original Documents
BSI DISC PD 0008 is a benchmark for procedures that business should follow in order to
achieve best practices, and therefore, legal admissibility of their electronic documents.
Records may be preserved on optical imaging systems, and the originals either
discarded or given to a third party, provided that what is retained in digital form
represents a complete and unaltered image of the underlying paper document.
Optical storage of all original documents will be accomplished by using a digital scanner and
Adobe ® Acrobat © 7.0 software. In order to store these documents in a compatible, tamper-proof
form, all archival images will be saved in portable document file (.pdf) format. To further ensure
authenticity, a digital signature (bearing contact information and date of document creation) will
be added to each document that bears original signatures.
Creating & Archiving Operational Files – Infrastructure
Infrastructure files are the basis of day-to-day operations, and are kept in the following directory:
C:\Documents and Settings\rkeller\Desktop\MCTGA Documents
Within this directory, examples of the following information will by stored:
Ex. Minutes of Board Meetings (partitioned by year)
Procedures
Bylaws
Tax-Exempt Status Confirmation
Articles of Incorporation
Job Descriptions
In order to store these documents in a tamper-proof form, all files will be transformed into
portable document file (.pdf) format.
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Managing Conservation Easements in Perpetuity