Each volunteer has the following in terms of file and information storage:
1. Paper File:
The paper file will be kept with the Volunteer Engagement Specialist and contains,
- A copy of all Volunteer Application Forms submitted by the volunteer, and,
- A copy of the volunteer's Volunteer Interview. The volunteer interview is also uploaded to the PEMAC MS Teams Channel, Volunteer Program Information folder which is secured and access limited to the VES and the Executive Director to ensure confidentiality and privacy are protected.
Note: When a volunteer finished volunteering, is dismissed or terminates with PEMAC, the information in the volunteer's paper file will be destroyed.
2. Virtual File
The virtual file is maintained in volunteer_services@pemac.org Microsoft Outlook that contains,
- A record of relevant correspondence between the volunteer and the VES;
- A record of staff communications about the volunteer;
- The original digital submissions of the Volunteer Application, Volunteer Service Agreement, COI Disclosure Form, and,
- Any photos of the volunteer.
Note: When a volunteer finished volunteering, is dismissed or terminates with PEMAC, the information in the volunteer's Outlook file will be deleted.
3. Member Profile:
A Virtual Record of Activities on their member profile that contains,
- A record of all current and past volunteer engagements that also have contact notes in the 'Activities' tab, and,
- A record of all current and past volunteer engagements that list start and end date as well, the role may be identified in the 'Relationships' tab.
Note: When a volunteer finished volunteering, is dismissed or terminates with PEMAC, the information in the volunteer's member profile will be updated to reflect that their engagement is complete, but the basic information about the engagement activity will remain on record.
4. Excel Engagements Tracker:
A Microsoft Excel document to track their assignments that contains,
- Volunteer's name;
- Screening and approval information;
- Dates completed VSA/COI;
- Assignment date, and,
- Record of dates assignment reviews were sent/received.
Note: When a volunteer finished volunteering, is dismissed or terminates with PEMAC, the information in the Excel file will be deleted by June 30 of the association's fiscal year, after it has been reported as part of the year-end statistics.
Approved files: The volunteer’s application package will be kept on until they retire from volunteering
Denied files: Unless otherwise requested the volunteer’s contact information and application will be kept on file and the supporting information will be destroyed.