Managing Conservation Easements in Perpetuity - Environmental ...

Mountain Conservation Trust of GA: Policies and Procedures
copied to the removable SanDisk 2.0 Gigabyte F: drive that is attached to the Executive
Director’s keychain. These archived data folders can be accessed by inserting the removable
device into the USB port of any computer. These files are archived each and every Friday at the
end of the business day.
This device leaves the premises daily in the possession of the Executive Director.
Ultimate Backup of All Pertinent Computer Files - Executive Assistant Computer
By individually archiving these two pertinent Executive Assistant computer filing system data
folders (Microsoft Office ACCESS Application – “mctg”, QuickBooks. Financial Records
“MCTQuickbks.qbb”) into the Z: Drive of the Executive Assistant’s computer, these MCTGA
data files are copied to the dataserver of the Edge Group Inc. These archived data folders can be
accessed by opening “My Computer/mctga on ‘tyr’ (Z:)”. This dataserver, by contract, is
physically removed from the premises of The Edge Building every weekend. All pertinent
MCTGA files will be copied into the Z: Drive at the end of each business week.
Separate Location Storage
Per Standard 9: Ensuring Sound Transaction, subsection G. Recordkeeping, a separate copy of
all digital Mountain Conservation Trust of Georgia files are archived to a dataserver maintained
by The Edge Group, Inc. At any given time, two mirror image copies of the dataserver are
utilized: one “operational” copy in place at 104 North Main Street, one “reserve copy” at the
physical residence of the Edge Group, Inc. owners. Every weekend, the “operational copy” is
removed from the premises. Alternatively, the “operational copy” becomes the “reserve copy”.
This allows for a weekly updated copy of the dataserver to always be stored offsite.
In addition to the weekly achival operations by the Edge Group, Inc., a copy of the dataserver is
stored quarterly in a safety deposit box located at Jasper Banking Company.
Retention Period of Original Records & Documents
Original documents and records will be retained as follows: for the current fiscal year, plus two
previous years or until audited, whichever is longer.
Destruction of Original Records & Documents
Original documents and records may be destroyed if 1) an optical scanned image has been made
of the document (if necessary), and 2) the document is over three years old. Original documents
pertinent to the direct defense of land transactions (conservation easements, baseline
documentations, etc.) will be retained indefinitely.
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Managing Conservation Easements in Perpetuity