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Document Management Plan & Archive Register – Non-profit Organization | Word/PDF/Excel
Document Management Plan & Archive Register – Non-profit Organization | Word/PDF/Excel
- File format
- DOCX, PDF, XLSX
- Document language
- Swedish templates and guide English reference guide
- Number of files
- 7
Digital download. No physical product is shipped.
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About this template
Organize the association's documents. This digital template package helps a Swedish non-profit association plan document management, maintain an archive register, control access permissions, and document decisions on retention and disposal. The package is delivered directly as a ZIP file containing editable Word and Excel files, along with corresponding PDFs.
Package contents
15 files: 7 Word (DOCX), 7 corresponding PDFs, and 1 Excel (XLSX) file with nine tabs. Includes a Swedish main guide and an English reference guide.
What the files contain
- Document management plan and document type list
- Access permission and handover protocols
- Disposal decisions and annual archive review
- Excel: dashboard, document types, archive register, disposal decisions, access permissions, loans, reviews, actions, and instructions
Who are the templates for?
For boards, secretaries, treasurers, and those responsible for operations in non-profit associations who want to make it easier to find, monitor, protect, and preserve documents. The templates can, for example, be used for minutes, financial records, contracts, grant documents, and administrative registers.
How the document management plan works
- Map out the types of documents the association has.
- Determine responsibility, storage location, access permissions, and naming/versioning rules.
- Assess the applicable retention conditions for each document type.
- Record documents and decisions in Excel.
- Monitor access permissions, review discrepancies, and documented disposal.
Important information about storage and retention periods
There is no general retention period that applies to all documents in all non-profit associations. Record-keeping obligations and retention requirements may arise from the Swedish Accounting Act; for record-keeping activities, a period of seven years normally applies to financial information. When documents contain personal data, GDPR requires, among other things, that storage is justified by a legitimate purpose and supported by an appropriate legal basis. The association must also assess bylaws, contracts, grant conditions, and specific operational rules.
Frequently asked questions
Is the document management plan a legal requirement for all associations?
No, such a general statement would be misleading. The templates are a practical tool for the association's internal organization. Specific rules may require certain content, registration, and archiving depending on the activity.
Can documents be disposed of after a certain standard period?
No. A disposal review should document the legal basis, purpose, applicable retention requirements, decision-maker, and actual implementation.
Is the Excel file an automatic archive system?
No. Excel compiles registered items and review statuses but does not legally determine what may be disposed of or how long information should be stored.
Can I edit the templates?
Yes, the Word and Excel files are editable. The PDF files serve as printouts and reading references.
Related document templates
If needed, supplement with simplified annual accounts for a non-profit association, operational plan and annual report, and attendance list and activity report.
Digital delivery. The templates need to be adapted and reviewed based on the association's actual operations and obligations.
