Organizational Documents

Organizational Documents holds your club's permanent records — bylaws, tax and legal filings, certificates, insurance, policies, board resolutions, and vendor W-9s — as opposed to year-by-year meeting records (which live in the Meeting Archive).

Where to find it: Governance & Permissions card → Governance Documents → Organizational Documents tab

Who can use this: Club Admins, and board members granted Manage Documents.

What you can do here

• Upload a document
• Edit details, replace, or version a document
• Move a miscategorized document to the Meeting Archive
• Delete a document

Upload a document

1. Click Upload Document.
2. Choose a file — PDF, Word, or Excel, up to 50 MB. Its filename automatically fills in the Display Name field (you can change it, up to 200 characters).
3. Choose a Category:
   • Permanent records: Bylaws & Rules, Tax & Legal, Certificates, Insurance, Policies, Resolutions, Vendor W-9s
   • Fiscal year records (filed straight into the Meeting Archive instead): Meeting Minutes, Treasurer's Reports, Bank Statements, Poll & Election Results, Motions, Tax & Sales-Tax Filings, Other Fiscal Year Documents
4. If you chose a fiscal year category, also pick the Fiscal Year — the form shows you which archive subfolder it will be filed under, and hides the fields below that don't apply to archive filings (Effective/Expiration dates, compliance links).
5. If you chose Motions and this motion actually enacts a standing resolution, check This motion enacts a standing resolution — it will be filed as a permanent Resolution instead of a fiscal-year Motion.
6. For permanent records, optionally fill in:
   • Description (up to 500 characters)
   • Linked Compliance Items — check any relevant items so they auto-complete on your Compliance Checklist
   • Effective Date and Expiration Date (useful for anything that needs renewal, like insurance certificates)
7. For Vendor W-9s, also enter the Vendor / Contractor Name (required), and optionally the last 4 digits of the Tax ID and Last Payment Date. Only the last 4 digits of a Tax ID are ever stored, and W-9s are flagged to auto-archive 4 years after the last payment date.
8. Click Upload Document.

Edit details, replace, or version a document

• Edit details (pencil icon) — change the display name, description, dates, or compliance links without touching the file itself. Category can't be changed to a fiscal-year category from here — use Move to Meeting Archive instead (see below).
• Replace file (new version) (upload icon) — swap in a new file while keeping the same metadata; the document's version number increases and its history is kept.
• Version history (clock icon, shown once a document has more than one version) — view and open earlier versions.

Move a miscategorized document to the Meeting Archive

If a document was accidentally filed as a permanent record but should really be a fiscal-year record, you'll see an amber "Fiscal year document — should be in Meeting Archive" badge on it.

1. Click Move to Meeting Archive (archive icon).
2. Choose the Fiscal Year and Archive Section it belongs in.
3. Click Move to Archive.

Delete a document

Deleting a permanent document requires board approval:

1. Click the trash icon — Request deletion.
2. Confirm "Deleting '{name}' requires approval from at least 2 board members. Create a board approval poll now?"
3. Click Create Approval Poll. You'll see "Deletion approval poll created. The document will be removed once at least 2 board members vote Yes."

While the poll is pending, the document shows an amber "Pending board approval to delete — needs 2 Yes votes" badge, and you can click Cancel deletion request to call it off.

Once the poll passes, the document shows "Board-approved — delete now" — click it and confirm "This permanently deletes the file and all previous versions. This cannot be undone." to finish the deletion. If the poll is rejected, you'll see a red "Board rejected the deletion request" badge instead.

Field reference

Common questions

Why does deleting a bylaws document need two board votes but uploading a new version doesn't? Deletion is permanent and can't be undone, so it requires board sign-off. Replacing a file with a new version keeps the old versions in history, so it's lower-risk.

I uploaded a bank statement to the wrong category — how do I fix it? Use Move to Meeting Archive to refile it into the correct fiscal year and archive section, rather than deleting and re-uploading.

Troubleshooting

Related

• Meeting Archive — where fiscal-year category uploads and refiled documents end up
• Compliance Checklist — where linked compliance items get marked complete
• Polls — where deletion-approval polls are actually voted on