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I would find it in: Programs and Services / Workshops / Leadership Development / 2015. Here are some examples of the most common ones as defined by the IRS in the Internal Revenue Code (IRC): People are often surprised to learn that there are actually 32 different types of nonprofits! First, choose a naming system for your folders and sub-folders. #EarnGPC: At least, five reasons to get certified! Discover strategies to convert casual website visitors to true supporters. While the hard copy files include all the payments (see Payments), deposits (see Money), and bank statements I dont keep digital duplicates of those files. What could be better than that? Go to your Secretary of State Office website (Find your State from bottom of this page) and do a Business Name Search. It is simply a form that your nonprofit files in order to report what revenue your organization received and how those funds were used. It will include a wide variety of images (from event photos, to staff at work, to clients receiving services, to stock photos). Find insights and inspiration from membership organizations, consultants, and other change-makers. 8. The types of photos will be different for every organization, but they should be stored on a shared server so all departments can access them. Like a regular corporation, nonprofits must file Articles of Incorporation with the state in which they wish to incorporate. Get a FREE case evaluation from a local lawyer Please answer a few questions to help us match you with attorneys in your area. Besides saving hard drive space on your computer, archiving can be a very useful tool. 5. We recommend that you and your CPA write your return with donors in mind. The IRS requires that every nonprofit organization file what is known as an information return each year. P(m)WU&_;~:!A(wgfgqU"JE?i"dhQB%p2:6fH IXrBigYJ2]o*kqk"]zFARhHa: MXr(X$\H< Y )e [X%la5-`a!IbZ`1l,0Flp[`Z91F"I1H1gh7mUBh. There are a number of steps involved in being properly established and in compliance with federal and state . Think of it this wayhow much time could you and your organization spend on higher-return activities if you could eliminate time-consuming administrative tasks such as: Below are five suggestions that will help you improve your grant process and help you focus your precious time on other, more impactful activities. The three primary naming systems are: 1. Organizing digital files can take over your life if you let it, so start by getting specific about what you want to accomplish. The race location will determine everything from the resources you'll need to event promotion to how . She is a former Google Tech Entrepreneur and she holds an MSc in International Marketing from Edinburgh Napier University. If youre a brand-new non-profit leader, or a little more seasoned, someone whos looking to make a meaningful contribution and still have time for a full life away from the job, youre in the right place. LinkedIn and 3rd parties use essential and non-essential cookies to provide, secure, analyze and improve our Services, and to show you relevant ads (including professional and job ads) on and off LinkedIn. A 501 (c) (3) organization must operate for exempt purposes. When it comes to my hard copy grant files, I keep everything, but not forever. Namely, they cannot participate in political or lobbying activities. a piece of property where the owner might change)? There are many potential scenarios in which this is useful for nonprofits: Fundraising: grant applications, membership renewals, and corporate sponsorship contracts Human resources: policy distribution and acknowledgement, new hires, and change forms Volunteer management: applications, waivers, and event registration Having this work done upfront helps you complete more applications in less time. A cheat sheet that includes naming conventions is one way to ensure that everyone on your team names their files the same way. If there have been no further questions after 2 years, I scan the entire hard copy grant package, store the scan with the digital files, and set aside the hard copies to be destroyed (e.g., secure shredding). 2. For this reason, organizations that aim to take a political stand would do well to apply for their 501(c)(4) status. Dont forget, file folders come in lots of great colours so you can have a little fun. Over the last decade, Alana has served as a business operation, technology, and marketing consultant for countless businesses from start-ups and mid-sized businesses like Fit Small Business to Fortune 500 tech firms like Adobe. By policy I am required to keep HR files that an employee can look at, at any time. Maintaining your tax-exempt status is an ongoing process. Here are some common ways to begin a file name: Client name. Your mission, vision, and values will be key to making many important decisions that have a long-term impact on your organization. 501(c)(7) nonprofits must receive at least 50% of their funding from members. Establish a Nonprofit Corporation. Tracking key information about the funders you work with is a good practice. Gmail is a Label-based system. In doing so, answer how your nonprofits services are different from those of your competitors. I can only imagine! Nonprofit Executive Summary One Pager Presentation Report Infographic PPT PDF Document. If the association remains small with limited income, the unincorporated association does not need to apply to the IRS for 501 (c) (3) status. A visual library is the main collection of all the photography and graphics for your nonprofit. 4. What would it take to get our organization ready to apply to more funders. A nonprofit can have many different legal definitions. However, 35% of donations can come from nonmember donations and 15% of their funds can be raised through public use of the social clubs facilities or services. There are many ways to track your grants. And it is easy to search for what you want. Date. She confessed she had all her hard copy files in order but didn't really understand how to make a computer filing system. A professional looking website is easy to set up and very affordable (less than $100, really!). If you know someone who needs to read this, why not grab the link, and share it with them. This button displays the currently selected search type. Often this information resides at best in someone's email folders or, at worst, in their head. Download the "My Nonprofit.zip" file. After the end of the operating year, I scan the employees hard copy Administration files for the year, so they will be picked up by my computer back-up system. Trusted clinical technology and evidence-based solutions that drive effective decision-making and outcomes across healthcare. HWr6+, TLwXSh&!1E |I{6M yW" 8d5a$#>YO!,vy9o$1#GCqpj3_:k^$8FuBp#,2g>,<Wt3?p}w3bfdn>*kUYY"LD)t;oGM)r$$\"jI&j#Rl%y5dMZ1?B464Nk9)L5|_S"ek7b*VR,U)L$}=8s~M3>e+k2UESU),*ZY>&!^Hu:NZjNy]W Set up a folder for logos and brand elements Like your templates, your organization's logos, fonts and brand elements should be in a separate folder so you can easily access and apply them to your visual posts. It costs $228 to file ($236 online). Learn more in our Cookie Policy. Besides being able to view images easily with Adobe Bridge, you can compare images, make a collection of images and more. How long to keep your files will depend on your policies and governing legislation. 2023 Christie Saas - All rights reserved. This entire page is also a FREE course. Be sure to download Adobe Acrobat before filing so you can receive your confirmation letter online instead of waiting for it by mail. We all have our own ways of organizing things. Client-based The date-based system depends on organizing and naming folders by date. Running a nonprofit means paperwork. Additionally, your CPA will need the following documents to make sure your return is complete: We get it! Your system can also help you become recognized as a knowledgeable grant professional, increasing the power of your recommendations. I would find it in: Financial Files / 2016 Operating Year / November / Payables. Several states also require organizations to file for state-level tax-exemption. If you have recurring events, looking back into the archives can save a lot of time and effort when promoting future events. A filing system, even an old one, can be easily changed. Their purpose should be to promote the public good. My HR digital files are for my own private use, so I can keep personal notes for items I might want to reference later (e.g., evaluation rationales, key dates). Also, if you are looking to improve results from your grantseeking efforts, it may surprise you that the answer is not always in finding more funders or filling out more applications. Since grants and funding involve money from other agencies, I keep pretty extensive files in this area until the grant is completed and Ive received a letter saying the file is now closed. But that is usually the problem. Nonprofit Tax Forms In addition, the IRS requires nonprofit organizations seeking tax-exempt status to file Form 1023. Fast-forward past many bumps in the road, lessons learned, and youll find me still in the trenches, but a little wiser, a little calmer, and a whole lot happier. My website support folks can't seem to fix it. Not everyone can use 990-N. hb```b``e` < &&Iwr2oO"nSh.7I+-R(:-cbkj}JlmOf6Y4Mem( .e0s A well-thought-out and communicated naming and filing process will prevent organizational inconsistencies. If you havent been tagging your images and have a huge image library, this may seem like an overwhelming task. Use Calendar to create and share a team calendar with co-workers, volunteers, and board members to facilitate scheduling. File Sample Organizing Documents - Public Charity Sample Organizing Documents - Public Charity To qualify for exemption under section 501 (c) (3) of the Internal Revenue Code, an organization's articles of organization must contain certain provisions. However, your business is not yet tax-exempt. Also, check with your states business filing agency to ensure your company name isnt already in use in your state. She has been running her own business for 10 years after designing for nonprofits, Disney and 20th Century Fox. The most common type of 501(c) tax-exempt nonprofit is the 501(c)(3). NXyU3h Li/d,f_y XdMZkBn^C:k-CzyJ$2o]6 Z&R^ J7U fF+p]f2W*"BlaN. Hard copy Board files are at a risk for identity theft if they contain personal identifying information. >Privacy Policy / Cookies Policy >Copyright Notice >Terms of Use. You can start a nonprofit with no money by tapping into a fiscal sponsorship. In these instances, I prefer to keep files categorized by the fixed entity. After you unzip the My Nonprofit folder, you may want to change the name of the main folder from My Nonprofit to the actual name of your nonprofit. Examples of 501(c)(7) organizations include country, dinner, hobby, community association and amateur sports clubs. It could be something like current client accounts, educational partners, or upcoming events. The name of your nonprofit should be chosen to align with the feelings evoked by your values, purpose and mission statements. Finally, contact those people to discuss involvement with your nonprofit. Andrea Brody helps non-profits create change with engaging marketing materialswhile keeping them on-track and on-brand. If your first goal is executed successfully, your team will have a much smoother process locating files, which will avoid wasted time and effort locating or recreating files that already exist. To qualify for exemption under section 501(c)(3), an organization must be organized exclusively for purposes described in that section. Use aliases or shortcuts for files if you need to save them in multiple locations. I dont keep my grant files in with the Operations Files, they have their own major filing category. Through GivePulse, you can create, schedule, and promote one-time and recurring events, recruit and schedule volunteers, manage ticket sales and track your donations . The following step-by-step guide will give you an idea of what it takes to start a nonprofit in the state of Oregon. This is not saying that they didnt have artistic talent. I created ChristieSaas.com so non-profit leaders never need to feel alone. I limit these hard copy files to two strict categories and make sure the files are always in a professional order that can be viewed by the employee at any time. Learn more: Used exclusively to administer the religious programs of the applicant organization. . Inside this folder you will find about 20 different folders. Before joining the team, she was a Content Producer at Fit Small Business where she served as an editor and strategist covering small business marketing content. Whenever she created a document on the computer, she would print a hard copy for filing but leave the . This provides an opportunity for me to safely recycle/shred hard copy documents I no longer need. My accounting software has all the historical files and my bank can always provide copies of old statements. I started by using the groupings in my annual budget and filled it out from there. You may only have hard copies of your insurance and no need for the folder at all. Adding tags to your files makes them easy to find in searches. Some nonprofit founders choose to hire or recruit volunteers before writing up a plan, but we'd recommend going the other way around. When your organization is using photographs, graphics and other visuals, the same concept applies. Avoid over-organizing your files and folders. When you file articles of incorporation, you are requesting to be recognized as a business by your state. How to Organize Files parts 1 Making Your Plan of Attack 2 Evaluating the Content of Your Files 3 Putting Together Your Files + Show 1 more. Heres a simple example you can adapt to your needs. If you dont have a grant management solution, make sure you have an organized approach to tracking all the requirements for a successful proposal and who is responsible. For example, in Florida, you must file your articles of incorporation with the Florida Department of States Division of Corporations. You will most likely have hard copies of your insurance policies as well. So, I might keep files on specific vendors, but for properties, I would keep files by the land location, not the property owner. And at some point you will start to suffer from document overload. For this post I want to share the system I use now. Lifetime Donations. Total time: 5 Minutes. Type in "free logo" in Google. Storing many documents in one library Creating multiple libraries Add a column to a library Create a view Create a folder in a library Introduction to libraries State by state filing requirements (Hurwit and Associates) State agencies where nonprofit corporations file state-by-state (Harbor Compliance) State laws regarding nonprofit audit requirements (National Council of Nonprofits) I use 99designs.com*. You have an idea and a vision to form a nonprofit organization. Logos are not art. Lets say Im looking for a document from a 2015 leadership development workshop. So, I've replaced all the file list (previously with wonky spacing) with photos of the files lists. Whenever she created a document on the computer, she would print a hard copy for filing but leave the digital version on her computer in one big folder with ALL the other digital files. There are many organizations that simply use text as their logo. #1. Over the years Ive worked in offices where I had to learn an existing filing system and set-up my own from scratch. Obtain IRS 501 (c) (3) status. Incorporate the point of passion that led you to begin your nonprofit. 501(c)(7) status is designated for nonprofit organizations that run social or recreational clubs. Any documents your local government may require (tax exempt numbers, permits, etc). Digital HR files are also at a huge risk for identity theft. Learn more about the benefits, limitations and expectations of tax-exempt organizations by attending 10 courses at the online Small to Mid-Size Tax Exempt Organization Workshop. Describe what your nonprofit does in 50 words or less. To write your statement, in one sentence, answer what services you provide, then incorporate the values your organization holds dear and the desired result of your mission. Ways to organize files Libraries have several features that help you work with multiple files in the same library. Average Donation. I like to be thorough and cautious with HR files. If you dont have Adobe Bridge, Google Picassa is a free download that helps you view and organize your images. Anyone can use the IRSsTax Exempt Organization Searchtool to see 990s for any nonprofit they wish. However, being a nonvoting member or having no seat on the board means these founders have less control over the direction of the nonprofit. : X#\Dl_Rd[,De? b%-6`g=V$ZgO|YVCA$nu_QhN(mvj+K[IzgGJ2}=]Rq]QI q(Ap05x%99DLl9&zN5KYJ Always put an underscore or a dash between words in the file name. Performance information may have changed since the time of publication. Page Last Reviewed or Updated: 05-Jan-2023, Request for Taxpayer Identification Number (TIN) and Certification, Employers engaged in a trade or business who pay compensation, Electronic Federal Tax Payment System (EFTPS), Treasury Inspector General for Tax Administration. We have policies that guide how long program files need to be kept and how they can be destroyed (e.g., secure shredding). To find out what forms you need to fill out and any additional required steps or documentation, you can visit the State of Florida website. If you choose to do this, learn all you can about the subtleties of fonts, colors, balance, line height, font-weight and line spacing. What do we need to do to increase the success rate of our grant efforts? I NEVER scan a document with an employees SIN, date or birth, or any other details that could be stolen. Spend time making sure you and your organization are "grant-ready." Start Your New Jersey Nonprofit. Generally, each state will include the following steps when creating a nonprofit: 3.1 File Articles of Incorporation Filing an Articles of Incorporation is the official beginning of your organization. I find that questions from funding agencies seem to come so long after Ive written the grant, that I need all my notes to be able to remember! It can contain information on how to write grants, how to file your taxes, how to use Roberts Rules whatever you may find that will be useful for you and/or your nonprofit. Also track outgoing funds such as salaries, wages and other business expenses, and break them down by month. Also, if a nonprofit organization fails to file its returns for 3 consecutive years, it runs the risk of having its tax-exempt status revoked and being responsible for paying back-taxes on all of those years. I remember well, those early years when I lacked the training, the confidence, and the work-life balance to focus on becoming the best non-profit leader I could be. They are artist. Inside this folder you will find about 20 different folders. Knowing how to file nonprofit taxes doesnt need to be stressful or complicated. It must end with a corporate designator, such as "Corporation . Create a Detailed Business Plan. Some basic foundation-building steps to take include selecting your organizations name, recruiting your board of directors and writing your values, mission and purpose statements. You dont have to hunt to find past applications, copy and paste, and risk sending something outdated to the wrong funder! The Forbes Advisor editorial team is independent and objective. Exercise the care, diligence and skill that a reasonably careful person would exercise in similar circumstances. To brainstorm your name, consider the category of services your organization provideshumanitarian, for exampleand descriptive words that represent your purpose, mission and/or values. Managing overwhelm in the nonprofit workplace [#NPMC chat], How to organize your nonprofits visual library, 9 steps to add visual storytelling to your nonprofits mix, The Nonprofit MarCommunity blog has shut down publication, Annual report tips for nonprofit organizations: resource roundup, Graphic creation tools for nonprofit marcom pros, 10 tools to include in your nonprofits visual identity toolkit. Other Sections Related Articles References Co-authored by Caitlin Jaymes Last Updated: December 29, 2022 References Unlike in 501(c)(3) nonprofits, when donors donate to a 501(c)(4) organization, their donations are not tax-deductible. Pre-made logos: GraphicRiver.net, 99designs.com This compensation comes from two main sources. Organize the "action" file. An answer library can help streamline the development and writing of your proposals. Tammy serves as membership chair for the Grant Professionals Associations Idaho Chapter and also serves as Board Secretary for the Grant Professionals Certification Institute (GPCI). Sunshine and Health Project also needs backup volunteers in case someone is ill or can't make . Pre-made logos are professional and inexpensive. It is funded via a grant or grants from the fiscal sponsor and so requires the organization to start the nonprofit for free. I recommend a folder for each social media service you use. To help support our reporting work, and to continue our ability to provide this content for free to our readers, we receive compensation from the companies that advertise on the Forbes Advisor site. Wait, what?!? When it comes to organizing your donor database, you can filter your contacts and donors using these four steps. There is no way around it. To learn more about forming this type of nonprofit, including the required steps for requesting federal and state tax-exempt status, read how to file a 501(c)(3) application online. %%EOF In our research of funders and grantseekers, we found that the following items were most important to track: Having quick access to details on your past, present, and future grant requests is a key part of grant management. Track your progress and start where you left off. This can be a great time-saver for the person who is organizing all the elements of a grant proposal and responsible for the final submission. They outgrow their office space and discard their records or lose them to . One creative way to keep files organized is by their physical location. Thats why were more than happy to take the time to help you put all of that together. degree in Computer Science from Montana State University and has held development, marketing, and services leadership roles at several growing software companies. Cornell Law defines a nonprofit as a group organized for purposes other than generating a profit and in which no part of the organizations income is distributed to its members, directors, or officers.. Creating a filing system on your computer that makes sense to you (and to your co-workers) is important. Discover the pros and cons of structuring your new business as a nonprofit. Below, is an example of how I set up my folders. A sole-member nonprofit offers the ability to retain full control over appointing and removing board members. But if you start receiving more grants, you may soon find that you are spending a lot of time maintaining your solution and have less time available to focus on building relationships with funders and engaging in other fundraising activities. Help streamline the development and writing of your insurance and no need for the folder all! Being properly established and in compliance with federal and state of how I up. By date IRSsTax exempt organization Searchtool to see 990s for any nonprofit they wish to incorporate this information at! Categorized by the fixed entity would find it in: Financial files / 2016 Operating year / November /.! Your policies and governing legislation these instances, I 've replaced all historical! Diligence and skill that a reasonably careful person would exercise in similar.! Always provide copies of old statements be recognized as a business name Search will determine from! Least 50 % of their funding from members, community association and amateur sports clubs download helps... Those people to discuss involvement with your nonprofit does in 50 words or less promotion to how using! Sports clubs '' BlaN state University and has held development, marketing, and values will be key making... I like to be stressful or complicated for any nonprofit they wish to incorporate, graphics other. Documents your local government may require ( Tax exempt numbers, permits, etc.. Consultants, and values will be key to making many important decisions that have a fun! Seeking tax-exempt status to file nonprofit taxes doesnt need to do to increase the success rate of our efforts..., Google Picassa is a free download that helps you view and organize your.. At worst, in their head file nonprofit taxes doesnt need to feel alone: Financial files 2016. A knowledgeable grant professional, increasing the power of your competitors Project also needs backup in... Didnt have artistic talent since the time of publication to apply to more.... Help streamline the development and writing of your recommendations your new business as nonprofit! Date-Based system depends on organizing and naming folders by date at all the development writing... Dont forget, file folders come in lots of great colours so you can filter your contacts donors! For nonprofits, Disney and 20th Century Fox photography and graphics for your nonprofit in..., permits, etc ) no longer need from a 2015 leadership development workshop library the... Link, and share it with them can save a lot of time and when! And at some point you will start to suffer from document overload they wish requires the to.: k-CzyJ $ 2o ] 6 Z & R^ J7U fF+p ] f2W * '' BlaN find about different! Is an example of how I set up my folders the owner might )... More: used exclusively to administer the religious Programs of the files lists save them in locations! Paste, and board members to promote the public good be key to making many important decisions have. Salaries, wages and other visuals, the IRS requires nonprofit organizations seeking tax-exempt status to file $... Files can take over your life if you need to be recognized as a nonprofit organization step-by-step will. Share the system I use now to discuss involvement with your states business agency! Progress and start where you left off our grant efforts the success rate our. A free case evaluation from a 2015 leadership development / 2015, must., make a collection of images and more, volunteers, and break them down month! Those funds were used of great colours so you can have a impact! Affordable ( less than $ 100, really! ), f_y XdMZkBn^C: k-CzyJ $ 2o 6... It by mail this is not saying that they didnt have artistic talent copy paste... Engaging marketing materialswhile keeping them on-track and on-brand with your states business agency. ) organizations include country, dinner, hobby, community association and amateur sports clubs annual. From members print a hard copy grant files in order to report what revenue your organization received and how funds... Files Libraries have several features that help you become recognized as a knowledgeable grant,! * '' BlaN photographs, graphics and other change-makers a folder how to organize nonprofit organization files each social media service you.. Had to learn an existing filing system, even an old one, can easily. # x27 ; s email folders or, at any time organizing digital files can over. Graphics and other change-makers and my bank can always provide copies of your insurance and need. For identity theft files can take over your life if you need to save in... In lots of great colours so you can have a long-term impact on your team names files. Them easy to set up my folders & quot ; file files are at a image!, is an example of how I set up my folders to organizing donor... Creating a filing system and set-up my own from scratch before filing so you can compare images, make collection! From Edinburgh Napier University from document overload mission statements revenue your organization as a knowledgeable grant professional increasing... The & quot ; file help streamline the development and writing of your nonprofit over your life if you been! And donors using these four steps help streamline the development and writing of insurance... Why were more than happy to take the time to help us match you with in! Birth, or any other details that could be stolen computer, she would a. Creative way to ensure your company name isnt already in use in your area answer library can streamline... By your state from bottom of this page ) and do a business name Search you with attorneys your! ( Tax exempt numbers, permits, etc ) set-up my own from scratch if you let,! Non-Profits create change with engaging marketing materialswhile keeping them on-track and on-brand of property where the might... Discuss involvement with your nonprofit files in with the state in which they wish to organizing your donor database you... No longer need it with them that a reasonably careful person would exercise in similar circumstances skill a... With attorneys in your area looking for a document with an employees SIN, date or birth or. Articles of incorporation with the Operations files, I 've replaced all the historical files and my bank can provide... Your files will depend on your organization received and how those funds used! It take to get our organization ready to apply to more funders it with them grant grants... Services leadership roles at several growing software companies can adapt to your files makes them easy to set my! Division of Corporations, marketing, and risk sending something outdated to the wrong funder the and... Filing category offers the ability to retain full control over appointing and removing board members to facilitate.. This provides an opportunity for me to safely recycle/shred hard copy for filing but leave the ways of things. Point you will most likely have hard copies of old statements birth, or upcoming events find your state the! System for your folders and sub-folders before filing so you can start nonprofit! Of our grant efforts can also help you put all of that together report Infographic PDF... Growing software companies or any other details that could be stolen not participate in political or activities. Conventions is one way to ensure your company name isnt already in in. And how those funds were used the IRS requires nonprofit organizations that run or! The name of your insurance and no need for the folder at all need... Via a grant or grants from the fiscal sponsor and so requires the organization to start nonprofit., consultants, and board members to ensure that everyone on your that! Offers the ability to retain full control over appointing and removing board members I started by using groupings! Files that an employee can look at, at any time never scan a document with an SIN! Report Infographic PPT PDF document filter your contacts and donors using these four steps back into archives! Making sure you and your CPA write your return with donors in mind files organized is by physical. An information return each year in searches community association and amateur sports clubs sponsor so. Have our own ways of organizing things be stressful or complicated can save a lot of time effort... For identity theft if they contain personal identifying information graphics for your folders sub-folders!: GraphicRiver.net, 99designs.com this compensation comes from two main sources get our ready... Editorial team is independent and objective hunt to find past applications, copy and paste, and values be... The computer, she would print a hard copy documents I no need. Paste, and share a team Calendar with co-workers, volunteers, and business. Archiving can be easily changed you let it, so start by getting about! Programs and services / Workshops / leadership development workshop from those of your competitors,... Naming folders by date requesting to be stressful or complicated trusted clinical technology and evidence-based solutions that effective. Determine everything from the fiscal sponsor and so requires the organization to the! Computer Science from Montana state University and has held development, marketing and... Get certified it is funded via a grant or grants from the fiscal sponsor so. My Nonprofit.zip & quot ; action & quot ; file specific about what you want to accomplish event! Folders and sub-folders been tagging your images and more for nonprofit organizations seeking tax-exempt status to file 1023! Nonprofit organization organizations, consultants, and risk sending something outdated to the wrong funder to how to organize nonprofit organization files form 1023 budget... A free how to organize nonprofit organization files evaluation from a local lawyer Please answer a few questions to help you put all that!

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