Record Keeping Toolkit
Resources to help you improve your land trust's record keeping practices.
Background Narrative to Practice 9G1
General guidelines, including the “how’s” and “why’s” of creating a records policy.
Background Narrative to Practice 9G2
Introduction to types of files to be saved. Includes tips on digital and paper storage.
Background Narrative to Practice 9G3
Guidelines on which documents to duplicate, and how to ensure that originals and copies are not destroyed in a single calamity.
- Practice 9G1 – Sample 1 Records Policy - PDF
- Practice 9G1 – Sample 2 Records Policy - PDF
- Sample 3 Records Policy – Word document
Template - Easement Property– Word document
A checklist/cover sheet created by consultant Holly Lippert to evaluate and track the state of records for each easement property.
Template - Fee Property– Word document
A checklist/cover sheet created by consultant Holly Lippert to evaluate and track the state of records for each fee property.
Practical Pointers: Recordkeeping—Purging Conservation Easement Files
Points to consider when deciding which documents to keep.
Practical Pointers: Recordkeeping Risk Assessment
Guidelines on assessing risk and identifying records to retain.
“Tales of Records, Redundancy and Renewal”
An article from the Alliance’s Saving Land magazine, providing an overview of recordkeeping for land trusts of all sizes.
File Audit for Land and Stewardship Records – Word document
An adaptable spreadsheet to review the records in your land and stewardship files. Download by clicking here or find at https://www.landtrustalliance.org/topics/land-trust-standards-and-practices.
The Land Trust Alliance and the Massachusetts Land Trust Coalition created this toolkit as part of the statewide Massachusetts Record Keeping Initiative, which is made possible by the generous support of the Fields Pond Foundation, the Fieldstone Foundation and other generous supporters.