As a RSO, the club is eligible for a UA student account from C&C.  This is the same level or service available to each student and funded primarily by student technology fees.  This service used to include access to several servers, including becker, mead, and dante.  Several years ago, all student services were consolidated to dante.  The club used to host everything on this account, but our database driven website was too cpu intensive and the database and website were moved to a Dreamhost account in 2007.  As of Feb. 2010, the club uses dante for storing daily backup dumps of the database from Dreamhost and financial records.  There are also several copies of the old website and database that should probably be culled to reduce disk usage.  There are also some files pertaining to the lawsuit and a copy of the club's original articles of incorporation in ~/legal.

Dante can be accessed via ssh on port 22 with the 'sailing' UWNetID credentials.  A popular Windows ssh client, WinSCP, is installed on the club's office computer for this purpose.  Scanned copies of tax returns (IRS forms 990, 941, 944, and schedules) as well as payroll forms (W-2, W-3) can be found in ~/purser.  A combined paycheck calculation and recording spreadsheet has it's own set of instructions.  Bank statements downloaded from the credit union each moth are stored in ~/purser/wsecu/statements.  There's some other stuff there to, mostly self explanatory.

Electronic records are important for several reasons.  They're automatically backed up, they're accessible to multiple persons, and they're accessible remotely.  It's important for the Commodore and/or an outside auditor to be able to verify that the records which the club is required to maintain are present and accurate.  It also reduces the volume of paper files that we have to keep, which makes our office less claustrophobic and/or cluttered.

It may make sense to move some or all of the files to a different host, given that there are a lot of people with access to dante and that the social security numbers of employees appear on the W-2 forms and in the payroll spreadsheet.