DiVE.tv Document Management Regulations
Purpose:
Article 1: This regulation aims to accurately and efficiently process affairs based on Article 8 of the Office Regulations, regarding document handling within DiVE.tv.
Definitions:
Article 2: "Corporate documents" refer to documents, drawings, or electronic records handled by officers or employees of DiVE.tv, excluding those intended for distribution or sale to the general public.
Principles of Office Processing:
Article 3: Affairs shall be processed in document form, except for minor cases.
Handling Principles:
Article 4: Corporate document handling shall be conducted accurately, swiftly, and with clear responsibility, while keeping documents organized and their locations transparent.
Overall Document Manager:
Article 5: DiVE.tv shall have one overall document manager, who is the office director, responsible for managing corporate documents.
Decision-Making Procedure:
Article 6: Documents shall be drafted according to the Office Regulations and approved by the decision-making authority.
Incoming Documents:
Article 7: Incoming documents shall be received by the overall document manager, who shall stamp "received" on them and register them in the document reception book.
Outgoing Documents:
Article 8: Outgoing documents shall be approved by the decision-making authority and registered in the document transmission book.
Organization and Storage:
Article 9: Corporate documents shall be organized and stored by the department handling the relevant business, unless otherwise specified.
Retention Period:
Article 10: The retention period for corporate documents shall be based on the Document Retention Period Standards Table, unless otherwise specified by laws and regulations.
Disposal:
Article 11: Documents that have exceeded their retention period shall be disposed of, unless the representative director or office director deems it necessary to continue storing them.
Amendment and Abolition:
Article 12: Amendments and abolitions of this regulation shall be decided by the board of directors.
Supplementary Provisions:
This regulation shall come into effect on March 8, 2020.
Document Retention Period Standards Table:
- Important approval, notification, and report documents (10 years)
- Administrative agency inspection or order documents (10 years)
- Board of directors meeting minutes (10 years)
- Registration documents (10 years)
- Articles of incorporation and regulations (10 years)
- Important report documents (10 years)
- Property contracts (10 years)
- Accounting documents (10 years)
- Donations (10 years)
- Permanent contracts (10 years)
- Personnel and labor (10 years)
- Administrative agency important documents (5 years)
- Board of directors and committee meeting documents (5 years)
- Officer appointment and compensation documents (5 years)
- Property contracts (5 years)
- Accounting books and vouchers (5 years)
- Certificate documents (5 years)
- Expired or terminated contracts (5 years)
- Personnel and labor documents (5 years)
- Committee documents (1 year)
- Business plan and budget documents (1 year)
- Fundraising and equipment investment documents (1 year)
- Property catalog and officer list (1 year)
- Tax documents (1 year)
- Minor contracts (1 year)
- Accounting-related minor data (1 year)
- Personnel and labor documents (1 year)
