Page 408 - Board Member Onboardin August 2019

8/9/2019 CSCS Record Retention and Disposition Schedule
RETENTION AND DISPOSITION SCHEDULE
ADMINISTRATION:
ACCOUNTING, FINANCE, AND HUMAN RESOURCES
Purpose of Existence Minimum Maximum Business Process # Business
Revision Duplicate Disposition Further
Record Name Record Description Years Covered Frequency Format (Business, Litigation, Main Location Locations Retention Period Retention Period Method (CSCS Risk Control Process Comments
Compliance) (in years) (in years) Matrix) Description
[1] [2] [3] [4] [5] [6] [7] [8] [9] [10] [11] [12] [13] [14]
Bank statements for the Co-op's Business Bank Account Archive old
1. Bank Statements 2009 - 2015 Monthly Paper-based Cindy's office None 7 7 Destroy securely BP 80
accounts Litigation Management documents
2. Bank Statements Bank statements for the Co-p's 2016 - current Monthly PDF Business Cindy's OneDrive None 7 7 Destroy securely BP 80 Bank Account Based on IRS
accounts Litigation Management Guidelines
Documents from banks such as
3. Banking Signed Documents Bank Account Based on IRS
(copies) account info, authorizations, etc. with 2009 - current As needed Paper-based Business Cindy's office Bank 7 7 Destroy securely BP 80 Management Guidelines
CEO or CFO's signatures
4. Financial Statements Financial statements of the Co-p 2009 - current Annually PDF Business Cindy's OneDrive Crowe-Horwath Permanently Permanently None BP 50 - BP 60 Finance & Based on IRS
Compliance Accounting Guidelines
Third-party audit results of the Co- Business Finance & Based on IRS
5. Auditor's reports op's financial statements 2009 - 2017 Annually PDF Compliance Cindy's OneDrive Crowe-Horwath Permanently Permanently None BP 50 - BP 60 Accounting Guidelines
6. Audit workpapers Workpapers prepared & provided to 2009 - 2017 Annually Various Business Cindy's OneDrive Crowe-Horwath 7 7 Destroy securely BP 50 - BP 60 Finance & Based on IRS
auditors Compliance Accounting Guidelines
Quarterly/ Business Finance & Based on IRS
7. Corporate taxes Corporate tax returns 2009- 2017 Paper-based Cindy's office Crowe-Horwath 7 7 Destroy securely BP 50 - BP 60
Monthly Compliance Accounting Guidelines
IRS Forms-940 and 941; Missouri, Quarterly/ Business Finance & Based on IRS
8. Payroll taxes California, Arizona returns 2009 - 2017 Monthly Paper-based Compliance Infosync None 7 7 Destroy securely BP 50 - BP 60 Accounting Guidelines
9. Corporate VISA purchasing Commerce
cards (statements, fees, cards, Commerce Bank corporate card June 2011 - current Monthly Paper-based Business Cindy's office Bank's online 7 7 Destroy securely BP 50 - BP 60 Finance & Back-up expenses
administration) program website Accounting
Finance &
10. Budgeting workpapers Budget template 2011 - current Annually Excel Business Cindy's office None 3 3 Destroy securely BP 50 - BP 60 Missouri Standards
Accounting
11. Cash management (cash
budget, cash flows from all Managing cash deposit, cash sources 2011 - current Daily Excel Business Cindy's OneDrive Infosync 3 3 Destroy securely BP 50 - BP 60 Finance & 5 different
spreadsheets
Accounting
sources)
12. Business Insurance Corporate costs and coverages 2009 - current Annually Paper-based Business IMA Corporation In Cindy's & 3 3 Destroy securely BP 50 - BP 60 Finance & Missouri Standards
Compliance Dustin's offices Accounting
13. Passwords to Websites List of websites' passwords Current As needed Word Business In Cindy's OneDrive In Dustin's None None None BP 50 - BP 60 Finance &
(401K, banks, etc.) personal drive Accounting
14. Missouri work customized
training program (paperwork, State of
spreadsheet, yearly report, Applications, awards, and invoicing 2011 - current Annually PDF Business Cindy's office Missouri's 7 7 Destroy securely BP 50 - BP 60 Finance & Based on IRS
Excel
Compliance
Guidelines
Accounting
reporting for Missouri quality database
jobs)
15. Patronage reports Details of patronage amounts to 2009 - current Annually Excel Business Cindy's OneDrive None 7 7 Destroy securely BP 50 - BP 60 Finance & Based on Federal
members and stores Accounting Guidelines
Business Based on Federal
16. 1099 forms for patronage 1099 PATR 2009 -current Annually PDF Compliance Cindy's OneDrive Crowe-Horwath 7 7 Destroy securely Guidelines
17. Sourcing fee reports Details of sourcing amounts from 2009 - current Continuously Excel Business Cindy's OneDrive Vendors' 7 7 Destroy securely BP 50 - BP 60 Finance & Based on Federal
vendors database Accounting Guidelines
18. Sourcing fee - Produce Details of sourcing amounts from Finance & Based on Federal
program vendors 2013 - current Quarterly Excel Business CSCS's SharePoint Danaco 7 7 Destroy securely BP 50 - BP 60 Accounting Guidelines
19. Member Financing Business Finance & Based on Federal
Spreadsheet HCWF Roll-out 2015 - current Monthly Excel Litigation CSCS's SharePoint None 7 7 Destroy securely BP 50 - BP 60 Accounting Guidelines
20. Spreadsheet for Conference Spreadsheet for attendance and Finance & Based on Federal
Fees money owed 2009 - current Annually Excel Business CSCS's SharePoint 7 7 Destroy securely BP 50 - BP 60 Accounting Guidelines
21. PVA Invoicing Invoices to distribution centers 2009 - current Continuously Excel Business CSCS's SharePoint None 7 7 Destroy securely BP 50 - BP 60 Finance & Based on Federal
Accounting Guidelines
Logistics Finance & Based on Federal
22. Rebates - Freight Details of rebates from DCs 2009 - current Quarterly Excel Business Cindy's OneDrive 7 7 Destroy securely BP 50 - BP 60
(Kristen's file) Accounting Guidelines
Finance & Based on Federal
23. Rebates - Revenues Details of rebates from suppliers 2009 - current Quarterly Excel Business CSCS's SharePoint None 7 7 Destroy securely BP 50 - BP 60 Accounting Guidelines
24. Rebates - Equipment Details of rebates from equipment 2009 - current Quarterly Excel Business CSCS's SharePoint None 7 7 Destroy securely BP 50 - BP 60 Finance & Based on Federal
suppliers Accounting Guidelines
CSCS Invoices/ DC invoices for
25. PEG Pricing Program difference between PEG and contract 2009 - current Monthly Excel Business CSCS's SharePoint None 7 7 Destroy securely BP 50 - BP 60 Finance & Based on Federal
FOB Accounting Guidelines
26. Accounts payable Amounts owed to vendors (suppliers, 2009 - current Daily Excel Business Cindy's OneDrive Infosync 7 7 Destroy securely BP 50 - BP 60 Finance & Based on Federal
DCs, utilities, etc.) Accounting Guidelines
27. HAVI supplier and Invoicing of annual supplier fees and Annually & as- Finance & Based on Federal
connectivity one-time connectivity fees 2014 - current needed Excel Business CSCS's SharePoint None 7 7 Destroy securely BP 50 - BP 60 Accounting Guidelines
28. Restaurant visitation Company's benefits 2009 - current Monthly Excel Business Cindy's OneDrive Susie's file 7 7 Destroy securely BP 50 - BP 60 Finance & Based on Federal
Accounting Guidelines
Medical, dental, vision, life/ ADND, Business Based on IRS
29. Employee Health Insurance STD, and LTD 2009 - current Annually Various Compliance Cindy's OneDrive BCBS & Standard 7 7 Destroy securely BP 70 - BP 75 Human Resources Guidelines
30. Payroll Report Payroll register 2009 - current Semi-monthly PDF Business Cindy's OneDrive Infosync 7 7 Destroy securely BP 70 - BP 75 Human Resources Based on IRS
Guidelines
2
HAS contribution, list of employee and Based on IRS
31. HAS report 2009 - current Semi-monthly Paper-based Business Cindy's OneDrive UMB Bank 7 7 Destroy securely BP 70 - BP 75 Human Resources
employer's contributions Guidelines