How ConservationTrack Manages Records in Accordance with LTA Standards and Practices

Existing users of ConservationTrack who are going through the accreditation process are curious about how ConservationTrack supports the LTA standards. LTA Standards 2D and 9G define a high level records management policy. ConservationTrack offers the following functionality to help support these standards:

1.       ConservationTrack allows the storage of files to a web-based system that has an advanced backup solution that ensures data will not be lost in case of natural disaster, human error, or security violations.

2.       ConservationTrack tracks the date and time when the file is uploaded to the system as well as any changes to the file while it is stored in ConservationTrack, giving a complete record not only of any modifications but who made the modifications.

3.       ConservationTrack has the capability to track versions of changes to files and information stored on the system. In conjunction with tracking who and when  changes are made, this allows all previous versions to be viewed and recovered.

4. ConservationTrack is backed up ever hour to an offsite location. This means that in the case of server, datacenter, or natural disaster, your information is safe, secure and recoverable.

Upholding LTA's Standards and Practices requires that your organization define policies and then consistently follow them. ConservationTrack provides the capability to maintain a powerful records management and recordkeeping policy. In addition it can capture and archive documentation of actions which demonstrate the implementation of other Standards and Practices (click here to see how it supports other Standards and Practices).

LTA Standards Related to Records Management

http://www.landtrustalliance.org/learning/sp/lt-standards-practices07.pdf

2 D. Records Policy. The land trust has adopted a written records policy that governs how organization and transaction records are created, collected, retained, stored anddisposed. (See 9G.)

9G. Recordkeeping. Pursuant to its records policy (see 2D), the land trust keeps originals of all irreplaceable documents essential to the defense of each transaction (such as legal agreements, critical correspondence and appraisals) in one location, and copies in a separate location. Original documents are protected from daily use and are secure from fire, floods and other damage.