Encrypt means to secure data by making it unreadable unless you have the key.

Digital/electronic records include all information recorded by a computer such as email messages, word processed documents, images, spreadsheets, and databases.

Limit access means only allowing certain people to look at paper records. At minimum, “limit access” means securely storing paper records behind a locked office door. More sensitive personal information, such as medical and financial records, should be kept in a locked cabinet. Only authorized persons should have access to the keys.

Paper records include all records in a physical (non-electronic) form such as printed documents and emails and hand-written notes.

Collection means gathering personal details from different sources in a variety of ways. Methods of collection include phone, fax, mail, email, social media, online, and in-person.

If a non-profit pays its directors for being a director (e.g. wages, honoraria, meeting fee), then the financial statements must disclose the amount. Directors cannot be remunerated unless the bylaws allow.

If the director is paid for services to the non-profit other than being a director, that also needs to be disclosed.

The non-profit can cover a director's expenses caused by being a director, such as travel to a meeting. That is considered reimbursement, not remuneration.

Financial statements are a broad overview of the non-profit’s financial position, presented for member approval at each AGM.

Financial statements generally include four documents:

• Income Statement
• Balance Sheet (Statement of Financial Position)
• Statement of Cash Flows
• Equity Statement (Statement of Retained Earnings)

An Annual Report states the date your non-profit held its Annual General Meeting. Your non-profit must file an Annual Report every year, within 30 days after your AGM is held. 

If your non-profit fails to file an Annual Report two years in a row, the Registrar may take steps to dissolve your non-profit.

Your non-profit can file an Annual Report through YCOR. The fee for filing an Annual Report online is $25.

When your non-profit files an Annual Report, it can also update its directors and registered office.