Many organizations have boxes of files and/or thousands of digital files. What if you had to move your association to new management within 48 hours? What would you need to operate? Bear in mind that most transitions are at least a month and maybe as long as three months, so this is a hypothetical situation. Sadly, these overnight transitions happen when something very bad happens.
Governance
The most important things are your key documents. This includes the following: Articles of Incorporation, Bylaws, IRS letter. Digital format is fine. You will also need your EIN number that is on the IRS letter. Organizations are to keep minutes forever, but you are not going to need them immediately. You will need a list of current board members with the full contact information. Copies of any policies or a policy manual. You will also need a board meeting schedule if there is one. If there is a Zoom account or similar used for board meetings, get the log-in. Don’t panic if you can’t find these documents immediately. There are ways to get copies – it just takes a while. You should also get the mission, vision and core values. If there is a strategic plan you need a copy of it.
Finance
Hopefully, the books are being kept in QuickBooks or another accounting program. You need access to this file. Usually it is just a permission to access the data. You also need access to the bank account. Typically you would already have that as a signatory. There are circumstances where you may have to provide documentation of a change in management and signatories. You should have back copies of 990s, but these are available on GuideStar for organizations with income over $50K per year. You need copies of any active contracts, as well as insurance policies.
Membership
Transferring access to the database is essential. If you lose the database, you can destroy a membership organization. Typically this should not be a problem as the database will be uploaded to the Association Management System. It is critical to get either access to the AMS or simply an Excel file of the data. You need to know contacts for any chapters and committees.
Communication
Sometimes organizations discover that they don’t own their website. This most often happens when the group has contracted with an outside web development company. You may find that a contract signed years ago gives them ownership. You may be able to buy out your site. If you sense this coming, you can cut and paste content that you want to retain. Ideally, you can request the access codes, and the site will be turned over to you. That usually will happen when you are dealing with an association management company. In case you can’t transfer the hosting or the domain ownership, you may need to start over with a new site.
If you have a newsletter and/or magazine you need to request those templates. As with the website you may find that the designer can legally retain ownership.
You need copies of the logo – in as many formats as available and high resolution.
Programs
You need to know what contracts lobbying series are in effect and the full contact information for the lobbyist (if there is one.) You also need to know about any programs that are underway.
Events
You need a master calendar of events and a status report on various planned events. It is important to be sure you have any hotel contracts that are active. If event planning is underway, you need to know where the process stands.
The full transition checklist is much longer, but the access and documents described are critical. This can be done over time provided you are dealing with a reputable association management company.
In the worst case, if a good AMC is given notice, they will work with you on a smooth transition to the new management company. Management companies have lengthy transition check lists and there is seldom hostility. The company losing the client may be unhappy, but that does not preclude professionalism.
In the Event of a Hostile Transfer
If you anticipate a hostile situation, get access to as much as you can before giving notice. You really must have copies of key documents, access to the bank account and the accounting files, the membership database, the website access, active contracts, insurance information and the event calendar with any plans that are underway.
