Labeling Records

In this session, you will learn important tips and valuable resources for managing your data and organizing your records, including file and folder naming and numbering conventions, Excel spreadsheet basics and GIS tips that have Landscapes has used with hundreds of land trusts. ​

Recordkeeping involves risk management. An organization must choose which documents to keep and which ones to destroy. This factsheet can help you evaluate which records are essential to keep and for how long.

This is a sample records policy from the accredited Hudson Highlands Land Trust.

This is a sample Records Management Policy from the accredited Marin Agricultural Land Trust.

This guidance discusses basic rules of evidence that apply to the admission of documents most likely to be involved in conservation easement litigation. It also reviews best practices for records systems that are supportable in court and sustainable for the long-term.

Should you to retain all those scraps of paper, voicemails, e-mails and other items related to the conservation easement to document the donor’s intent, state of mind and the course of the easement’s negotiation? This document provides guidance on developing a records retention schedule.

This is a sample agreement between a land trust and a private individual for offsite records storage from the accredited Northern California Regional Land Trust.

This is a sample records policy from the accredited Land Conservancy of New Jersey.

This is a records policy template by the Land Trust Accreditation Commission.

This is a sample records policy from the accredited Bluegrass Conservancy.