Page 411 - Board Member Onboardin August 2019

8/9/2019 CSCS Record Retention and Disposition Schedule
RETENTION AND DISPOSITION SCHEDULE
FSA contribution: list of employee's TASC (3 party Based on IRS
32. FSA report 2009 - current Semi-monthly Excel Business ADMINISTRATION: vendor) 7 7 Destroy securely BP 70 - BP 75 Human Resources
Cindy's OneDrive
contributions Guidelines
ACCOUNTING, FINANCE, AND HUMAN RESOURCES
33. Long term incentive program Payment of LTIP 2009 - current Annually Excel Business Cindy's OneDrive Dustin's 7 7 Destroy securely BP 70 - BP 75 Human Resources Based on IRS
Guidelines
personal drive
Based on IRS
34. Employee PTO schedule Personal time-off balances 2009 - current Semi-monthly Excel Business Cindy's OneDrive Ultipro 7 7 Destroy securely BP 70 - BP 75 Human Resources
Guidelines
35. Employee pay info - current Business Based on IRS
employees Human Resources Info 2009 - current Periodically Database Compliance Ultipro Cindy's office Permanently Permanently None BP 70 - BP 75 Human Resources Guidelines
36. Employee pay info - Business Based on IRS
terminated employees Human Resources Info 2009 - current Periodically Database Compliance Ultipro Cindy's office 7 7 None BP 70 - BP 75 Human Resources Guidelines
Business
37. Correspondence (emails in Cindy's emails 2009 - current Continuously Electronic Compliance Cindy's personal None 7 7 None None None
folders) email folder
Litigation
ADMINISTRATION:
SYSTEMS, COMPLIANCE, AND OTHER
Purpose of Existence Minimum Maximum Business Process # Business
Revision Other Disposition Further
Record Name Record Description Years Covered Format (Business, Litigation, Main Location Retention Period Retention Period (CSCS Risk Control Process
Frequency Compliance) Locations (in years) (in years) Method Matrix) Description Comments
[1] [2] [3] [4] [5] [6] [7] [8] [9] [10] [11] [12] [13] [14]
HAVI - web-based
1. Third-party data security and Details of third-party internal control, As long as the As long as the contracts integrated supply Ask for similar
retention policies data system contingencies, retention, 2014 - 2018 Annually Pdf Compliance CSCS's SharePoint None contracts are in effect are in effect Delete securely BP 90 chain policies from Office
back-up management 365, Co-sentry, SDMS,
system Fred and website.
HAVI - web-based
2. Statement of Work (Original Details of scope of work with third- Business-related As long as the As long as the contracts integrated supply
and Additions) party system provider (HAVI) 2013 - 2018 Periodically Pdf Litigation CSCS's SharePoint None contracts are in effect are in effect None BP 90 chain
management
system
As long as the As long as the contracts
contracts are in effect are in effect
3. Microsoft Office 365 Transition Details of scope of work with third- 8/2015 - 10/2015 One-time Pdf Business-related CSCS's SharePoint None or or Delete securely BP 90 Other Systems
Agreement party system provider (Authors/ P&L) Litigation
7 7
(after expiration) (after expiration)
As long as the As long as the contracts
contracts are in effect are in effect
Details of scope of work with third- Business-related
4. Iasta Agreement 2009 - 2014 Periodically Pdf CSCS's SharePoint None or or Delete securely BP 90 Other Systems
party system provider (Iasta) Litigation
7 7
(after expiration) (after expiration)
As long as the As long as the contracts
contracts are in effect are in effect
Details of scope of work with third- Business-related
5. Rackspace Agreement party system provider (Rackspace) 2009 - 2015 Periodically Pdf Litigation CSCS's SharePoint None or or Delete securely BP 90 Other Systems
7 7
(after expiration) (after expiration)
As long as the As long as the contracts
contracts are in effect are in effect
Suppliers agree to the Co-op's
6. Confidentiality Agreements confidentiality terms and conditions 2009 - 2015 One-time Pdf Litigation CSCS's SharePoint None or or Delete securely BP 90 Other Systems
7 7
(after expiration) (after expiration)
All data about items, stores, operators, Master Data
7. Data in HAVI 2014 - current Continuously Electronic Business HAVI None Permanently Permanently None BP 95
transactions, pricing, etc. Management
8. Formula-based Pricing Balance Balances of formula-based 2015 - current Monthly Excel Business CSCS's SharePoint None 1 3 None BP 520 Supplier Contract Based on IRS
Sheet commodities are tracked Litigation Management Guidelines
9. Supplier Risk Management Details of risk rankings and risk Business Supplier Contract
Analyses screening for suppliers. 2015 - current Quarterly Excel Litigation CSCS's SharePoint None 3 3 None BP 520 Management
Quarterly Cost Impact Archive old
10. Cost Impact Reporting Cost savings and other impacts by CM 2014 - 2015 Paper-based Business CSCS's File Cabinets None 3 3 None BP 10
Annually Reporting documents
Details of risks, control activities and Business
11. CSCS Risk and Control Matrix 2014 - current Annually Excel CSCS's SharePoint None Permanently Permanently None All processes All processes
evidences for each business process Compliance
12. CSCS Internal Control Audit Details of control environment, audit Business
Plan methodology 2014 - current Annually Word Compliance CSCS's SharePoint None Permanently Permanently None All processes All processes
Details of guidance on code of conduct Business
13. CSCS Code of Conduct for all employees 2007 - current Periodically PDF Compliance CSCS's SharePoint None Permanently Permanently None All processes All processes
14. Commodity Research Findings from research projects Word Procurement
Findings conducted for commodity and other 2014 - current Continuously PDF Business CSCS's SharePoint None Permanently Permanently None Procurement Processes Processes
departments Excel 3