MODULE #1 Baseline Documentation Report Training Module

WHERE SHOULD THE BDR BE STORED?Land trusts should have a designated location and an established filing system forhard copy baseline documentation. BDRs should be stored in both electronic andhard copy format as a hedge against a permanent loss of one format. Electronicversions of the BDR should be stored in a designated location within the land trust’sdigital files. Electronic versions of BDRs should be available online to land trust staff(stewardship, communications and fundraising), volunteers and board members.However, public access to BDRs, especially BDRs associated with CE properties,should be restricted.Land trusts should consider having CE and fee simple donors sign a giftingagreement that clarifies the donor’s intent. A copy of the gifting agreement shouldbe kept in the BDR file for review by future staff , volunteers or board members.The original version of a BDR should never be changed. It may be necessary toundertake a new BDR or to update the original in the event that the land is alteredor components become outdated, but these should form reports separate from theoriginal. Electronic versions of BDRs and updates that are available to land trustrepresentatives should be in an unalterable form such as a secure pdf.A section detailing data storage and archiving best management practices isincluded in the training module entitles Stewardship Best Practices.15