Labeling Records

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.

Learn from Jessica Clough, Land Conservation Specialist at the Iowa Natural Heritage Foundation, who will share her land trust’s story and lessons learned when they moved from a spreadsheet-paper system to one centered around a robust database.

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.

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. ​

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

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

Land Trust Standards and Practices, Practice 9G: Recordkeeping, includes three elements. This module addresses the second element, 9G2.

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.