PPG-06 FAMILIES ANONYMOUS (FA) INC. POLICY ON MANAGEMENT OF FA INTELECTUAL PROPERTY. Adopted by the World Service Board June 16, 2012

Transcription

1 PPG-06 FAMILIES ANONYMOUS (FA) INC. POLICY ON MANAGEMENT OF FA INTELECTUAL PROPERTY Adopted by the World Service Board June 16, 2012 (Review June 2014)

2 CONTENTS INTRODUCTION... 1 PURPOSE OF THIS POLICY... 1 CONCEPTS AND PRINCIPLES... 1 SCOPE... 2 PROCEDURES... 2 Financial Records... 2 Literature... 2 World Service Office Operations Records... 2 World Service Office Forms / Materials... 3 Policies, Procedures, and Guidelines... 3 APPENDICES... 4 Appendix 1 Records Retention Schedule... 4 Appendix 2 Current World Service Office Forms / Materials Index... 6 Appendix 3 Policies / Procedures / Guidelines Master List... 7

3 INTRODUCTION In June 2009, the FA World Service Board (WSB) established the Intellectual Property (IP) committee as an ad-hoc committee. This committee was charged with: Identifying, indexing, capturing, and securing all FA intellectual property Defining and implementing the business processes required to ensure continued accuracy and security of these items. The IP committee completed its primary efforts in April The final report of the committee was approved by the WSB on April 21, PURPOSE OF THIS POLICY The purpose of this policy is to establish operating procedures to ensure that all FA intellectual property is protected against loss by securely managing these materials and by establishing clear responsibility for that property. CONCEPTS AND PRINCIPLES Secure management of our intellectual property is accomplished by adherence to the following concepts / principles: Ownership Each category / type of intellectual property is assigned an owner, exclusively responsible for control and management of those materials. The owner is generally a standing committee chair or board member. No changes to these materials will be made without the express consent of the owner of the item. While authority may be delegated, the owner is responsible for compliance with this policy. Upon completion of their service in an ownership role, the owner will ensure responsibiity for FA intellectual property has been successfully transitioned to the new owner. Secure Back-Up - At least two copies of each IP item (master and backup) will be maintained at all times, in electronic and / or hardcopy form as appropriate. These copies will be maintained in separate physical locations. The masters should be maintained by the owner. The backups should be maintained at the WSO. It is the responsibility of the owner to ensure that current backups are available at the WSO at all times. For electronic property, the back-up should be durable media (CD / DVD or equivalent). Procedures for controlled access to masters and backups will be established and enforced by the owner of the material. Revision Tracking Items routinely subject to update / revision, e.g., literature, policies, WSO forms etc., shall be uniquely identified with an ID code, revision number, and revision date. Retention of archival versions shall be at the discretion of the owner based on business needs. PPG-06 FA Policy on Intellectual Property June 16, 2012 Page 1

4 Fixed Retention Period To keep the volume of historical IP materials at a manageable level, a retention schedule has been established and is given in Appendix 1 of this policy. It is the responsibility of the owner of the material to ensure that the materials are culled on an annual basis and items no longer required to be retained are securely discarded. SCOPE This policy is applicable to the following categories of FA Intellectual Property: Financial Records Literature World Service Office (WSO) Operational Records WSO Forms / Materials Bylaws, Policies, Procedures, and Guidelines PROCEDURES Financial Records The FA Treasurer is the owner of FA s financial records, including all tax and legal compliance filings as well as records of all financial transactions made by the fellowship. Paper materials such as tax and compliance filings as well as bank statements, bills, deposit slips etc. are maintained at the WSO or with the Treasurer. Literature This category includes all masters and production copies of FA literature whether sold or distributed for free. The Literature chair is the owner of these materials. World Service Office Operations Records This category includes all hardcopy and electronic materials processed by the WSO in the course of normal business operations. Hardcopy records include items such as routine correspondence, hardcopy group registrations, Rag subscription order forms etc. The WSO chair is the owner of these records. records include our Groups Master List, Master List, Rag subscription lists etc. If kept at the WSO, these records are automatically backed up to a secure backup system on a daily basis. If kept anywhere other than the WSO, appropriate backup procedures must be in place to ensure against loss of this vital information. PPG-06 FA Policy on Intellectual Property June 16, 2012 Page 2

5 World Service Office Forms / Materials This category includes all hardcopy forms and cover letters utilized by the WSO in its daily operations. Each item in this category is uniquely identified by an ID of the form WSOF-xx (where xx is a sequential number from 01 to 99) and by a revision number and date. Ownership of each unique item lies with the board officer / committee which initiated the document. The current master index of WSO forms and materials as well as ownership of each item is given in Appendix 2 of this document. Ownership of the master index of WSO forms and materials lies with the WSO chair. Policies, Procedures, and Guidelines This category encompasses all Policies, Procedures, and Guidelines formally adopted by the World Service Board. It also includes the FA bylaws. Like the WSO Forms / Materials category, responsibility for each item in this category lies with the originating committee for that item. The current master index of Policies, Procedures and Guidelines as well as ownership of each item is given in Appendix 3 of this document. Ownership of the master index of Policies, Procedures, and Guidelines lies with the WSB Parliamentarian. PPG-06 FA Policy on Intellectual Property June 16, 2012 Page 3

6 APPENDICES Appendix 1 Records Retention Schedule Grouping Item Type Ownership Retention Period Financial Bank Statements Hardcopy or Treasurer Deposit / Withdrawal Hardcopy Treasurer Slips Monthly and Annual Treasurer Financial Reports Local / State / Hardcopy or Treasurer Federal Tax Filings Bills / Statements Treasurer Cancelled Checks Treasurer Payroll Records Treasurer Petty Cash Hardcopy Treasurer Expenditure Receipts Peachtree Annual Treasurer Indefinite Archives All Other Financial Records Treasurer Business Leases Hardcopy WSB Chair Indefinite Insurance Policies Hardcopy WSB Chair Current and previous for a mimimum of 6 years Official Hardcopy or WSB Chair Correspondence All Other Business Related Records Hardcopy or WSB Chair Sales Hardcopy Order Forms Hardcopy WSO e-store Order Forms WSO Shipping / Postage Hardcopy WSO Receipts Rag Subscription Hardcopy WSO Order Forms 1 year beyond life of subscription PPG-06 FA Policy on Intellectual Property June 16, 2012 Page 4

7 Records Retention Schedule (Continued) Grouping Item Type Ownership Retention Period World WSB Meeting Secretary Permanent Service Board Minutes Monthly Board Secretary 2 Years Member Reports Annual Business Secretary Permanent Meeting Minutes ABM Materials / Hardcopy WSB Chair Ballots Board Correspondence Hardcopy or WSB Chair Groups Records Groups Master List Group Outreach Hardcopy Hardcopy WSO Registration Forms Online Registration Forms WSO General Correspondence Other Group Records Hardcopy or Hardcopy or Group Outreach WSO WSO Indefinite 2 Years 2 Years 2 Years 2 Years Literature Literature Masters Hardcopy or Literature Indefinite, then archived per Literature PPG-06 FA Policy on Intellectual Property June 16, 2012 Page 5

8 Appendix 2 Current World Service Office Forms / Materials Index Form ID Description Where Used (See Key) Owned By () WSOF-01 Cover Letter for How To HTSAG Group Outreach Start A Group Info Pack WSOF-02 New Group Pack Contents Web, NGP Literature List WSOF-03 How To Start A New FA HTSAGIP Group Outreach Group FAQ Sheet WSOF-04 Printed Literature Catalog Web, NGP,SIP, Literature HTSAG WSOF-05 Printed Literature Order Web, NGP,SIP, WSO Form HTSAG WSOF-05I Printed Lit Order Form Web, NGP,SIP, WSO Instructions HTSAG WSOF-06 Cover Letter for Standard SIP Public Information Information Pack WSOF-07 Hardcopy US Meeting NGP, SIP,PIP, WSO Directory Media WSOF-08 Hardcopy Int'l Meeting NGP, SIP,PIP, WSO Directory Media WSOF-09 Hardcopy Group Web, NGP, WSO Registration Form Mailings WSOF-09I Instructions for Group Web, NGP, WSO Registration Form Mailings WSOF-10 Rag Subscription Form Web, NGP WSO WSOF-11 Cover Letter for PIP Public Information Professional Info Pack WSOF-12 Introduction to Families PIP Public Information Anonymous for the Professional WSOF-13 New Group Pack Cover NGP Group Outreach Letter WSOF-14 Tips for Group Secretaries Web, NGP Group Outreach WSOF-15 Cover Letter for Media Info Pack Media Public Information WSOF-16 Media Kit Media Public Information HTSAG = How To Start A Group Info Pack Mailings = January and April Annual Mailings Media = Media Info Pack NGP = New Group Pack PIP = Professional Info Pack SIP = Standard Info Pack Web = Posted on Web PPG-06 FA Policy on Intellectual Property June 16, 2012 Page 6

9 Appendix 3 Policies / Procedures / Guidelines Master List Title Type Owned By () Mail Policy Public Information Communications Employee Policy Policy WSO FA Bylaws Bylaws By-Laws International Policy Policy International Groups Literature Returns Policy WSO Motions Policy Policy Parliamentarian Social Media and Internet Policy Internet Policy Telephone Policy Policy WSO Transparency Policy Policy WSB Transparency Procedures Procedure WSB Volunteer Policy Policy WSO PPG-06 FA Policy on Intellectual Property June 16, 2012 Page 7