Literacy Basics - Succession Planning

SUCCESSION PLANNING

Verify Internal Documentation

STEP FOUR: Verify Internal Documentation

It is imperative that ALL agency documentation is in place, up-to-date, and accessible in case of a disaster. Locate documentation and ensure that necessary copies of documents are placed in the Emergency Succession Folder or that the location is noted in the Succession Planning Binder. In addition, the majority of this information can also be stored on a USB key, on a wiki or stored on the Internet.

You can use the following checklist to identify important organizational documentation and where it is located in your agency.

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Organizational Documents Checklist
Document	A copy of this document is in the Emergency Folder
Articles of Incorporation	Yes	No
Mission statement	Yes	No
Bylaws	Yes	No
Organizational chart	Yes	No
Business plan with accomplishments updated and documented monthly	Yes	No
Strategic plan	Yes	No
Current Board of Directors list	Yes	No
Board minutes	Yes	No
Board terms of reference that has been approved and adopted	Yes	No
Board job description(s)	Yes	No
Board meeting schedule	Yes	No
Board briefing/orientation binders	Yes	No
Committees of the Board	Yes	No
Board/Executive Director contractual agreement	Yes	No
List of signing authorities	Yes	No
Key staff job descriptions	Yes	No
Up-to-date office calendar	Yes	No
Capital inventory record	Yes	No
Policy and procedures manual	Yes	No

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Literacy Basics - Community Literacy of Ontario

SUCCESSION PLANNING

Verify Internal Documentation

STEP FOUR: Verify Internal Documentation

Organizational Documents Checklist