when the receiving country may not require the same level of protection for personal information as the originating country. Wherever DAMA collects personal information, it intends to post a purpose statement that explains why personal information will be collected and how it will be used inside and outside of DAMA. DAMA does not intend to transfer personal information without the member’s consent to third parties who are not bound to act on DAMA's behalf unless such transfer is legally required. Whether the member’s personal information is held within DAMA or on its behalf, DAMA intends to take reasonable and appropriate steps to protect the member’s personal information from unauthorized access or disclosure. Enforcement Enforcement of this policy is the responsibility of the Ethics and Governance Office. PLCY0002: Reimbursement of DAMA International Officer Expenses History Last Revised: March 2008 Expense Reimbursement DAMA International will provide its Directors with the reimbursement of customary and reasonable expenses not covered by their employers or other entities to enable them to participate in DAMA International meetings, projects and events as stated in this policy. Advisors and Ex-Officio officers are welcome but not required to attend DAMA International meetings. If a special situation arises that requires their attendance, the President will notify them in advance of the meeting. In those cases where Advisors or Ex-Officio officers are required to attend a DAMA International meeting, the association will provide the same reimbursement of expenses afforded to its Directors. On an exception basis, DAMA International may cover the expenses incurred by an Advisor or Ex-Officio Officer; these exceptions must be approved by directive of the President or majority vote of the DAMA International Board. Scope of Travel Expense Reimbursement DAMA International will reimburse its Directors, Advisors and Ex-Officio officers’ expenses for up to an amount set by the Board in the last Board meeting of each year for the coming year. The VP of Financial Services will communicate such amount to all members at the beginning of the year (Current Rules set for 2007):
Policy Change Enforcement of this policy lies with the DAMA International Board of Directors. Questions Questions should be addressed to the DAMA International VP Communications. COMM0002: Maintain Internal Communications (Newsletter) History Originally coded COMM200001.002 Last Revised: September 2007 Definition Newsletters, bulletins, and other notifications published to DAMA chapter boards, the membership, and/or general public, by DAMA International, via printed or electronic media, including the DAMA International web site and list servers. Frequency Newsletters, bulletins, and other notifications will be published at the discretion of the VP Communications and/or the DAMA International Board. Contents The DAMA International newsletter and bulletins contain articles about DAMA International, DAMA Chapters, and DRM/IRM industry activities of interest to the DAMA membership. More specific communications are made to DAMA chapter officers (all officers or specific subsets) as needed at the discretion of individual DAMA International members. Contributors Any DAMA member may submit an article or item to the Editor or Webmaster for publication. All articles and items are subject to editorial review and are published at the Editor’s or Webmaster’s discretion. Editor The Editor of the DAMA International newsletter and bulletins is the VP Communications of DAMA International. Distribution Distribution of the DAMA International newsletter, bulletins, and notifications will be electronic or in paper copy, as dictated by current technology and membership requests. Distribution method is at the discretion of the VP Communication. Policy Change Enforcement of this policy lies with the DAMA International Board of Directors. Questions Questions should be addressed to the DAMA International VP Communications.
File Income and Prepare Financial Statements These are prepared by our accountants and must be mailed by May 15th. Send records to: Anderson, Swanson, Mallonee, Senger Tel: (206) 487-6888 Fax: (206) 487-6889 Note: Legally, DAMA International is not required to file for any year in which our receipts against the DAMA International Tax ID are less than $25,000 (as of 1994). However, it is better to continue filing than to incur governments questioning the reason for discontinuing the filings. 1099 Forms for Individuals DAMA I pays A 1099 form must be filed for everyone DAMA International pays more than $500 a year for any services. The accountant will prepare the form (see above). The employee's copy must be mailed by the end of January and the government's copy must be mailed by the end of February. (The one-month delay allows the employee to report errors to the accountant and have a corrected from reissued. Mailing Tax Forms Mail all 1040's and 1096's Certified and Return Receipt Requested. FINA0004: Set Operating Budget History New procedure Last Revised: September 2007 Purpose Provide DAMA International with the Operating Budget for the year Prepare Annual Budget/Monitor Expenses The budget will usually be discussed at the first Board of Directors meeting of the year, and money allocated to projects. It is the responsibility of the VP Financial Services to monitor expenses against allocation. Due Must have a final and approved budget by January 1st of the year. Revised September 2007 FINA0005: Issue Statements of Financial Status