- Adopter une politique écrite de gestion des dossiers qui définit quand et comment les dossiers de l’organisme et des transactions sont créés, collectés, conservés et détruits.
- Conserver, de manière sécuritaire et à l’abri de toute détérioration ou perte, les originaux de tous les documents essentiels à la défense de chaque transaction visant un bien immobilier.
- Créer et conserver des copies de ces documents de manière à ce que les originaux et les copies ne puissent être détruits par un même cataclysme.
Contexte
A land trust should prepare and maintain complete written documentation of transactions. It needs to have two sets of documents: (1) documents that are accessible and can be used for monitoring or as problems and issues arise (“working” files); and (2) documents that are safely stored in a way that ensures that they will last and be acceptable evidence in the event of a court proceeding (“permanent” files). Originals of important documents (such as legal agreements, critical correspondence, baseline documents or one-of-a-kind studies) that are part of the permanent file should be kept in a secure place, such as a safe-deposit box or fireproof file cabinet. For additional protection, working files should be kept in one location and permanent files should be kept at a separate location. As with financial records, land trusts should consider creating electronic backups of all transaction-related files for off-site storage.