Page 413 - Board Member Onboardin August 2019

8/9/2019 CSCS Record Retention and Disposition Schedule
RETENTION AND DISPOSITION SCHEDULE
Word
James' OneDrive
15. System Tutorials Tutorials for users 2015 - current Continuously Business ADMINISTRATION: CSCS's website Permanently Permanently None Admin process Admin process
Excel
All emails and passwords, call-in ACCOUNTING, FINANCE, AND HUMAN RESOURCES
16. List of 365 Email Passwords 2015 - current Need-based Excel Business James' OneDrive None Permanently Permanently None Admin process Admin process
number, access code, PIN
17. Equipment List List of computers, screens, and others, 2014 - current Need-based Excel Business CSCS's SharePoint None 1 3 None BP 85 System
PO
18. Supplier Connectivity Tracking sheet 2015 - current Need-based Excel Business CSCS's SharePoint None 1 3 None Admin process Admin process
Spreadsheet
19. Supplier Connectivity Job- Job aids for suppliers to explain data 2014 - current Continuously Excel Business James' OneDrive HAVI 1 3 None Admin process Admin process
aids field requirements, etc. PDF
20. HAVI login notification Havi's login guide 2015 -current Continuously Email Business James' OneDrive Email 1 3 None Admin process Admin process
21. Company logos for Reception
Area's display Suppliers' logo for display 2015 - current Continuously PPT Business CSCS's SharePoint None 1 3 None Admin process Admin process
22. Computer Software drives, mal-ware removal tools, 2015- current Continuously Varied Business CSCS's SharePoint None 1 3 Delete securely Admin process Admin process
softwares
23. Office 365 Transition Documentation on transition 2015 - current One-time Word Business CSCS's SharePoint None 1 3 Delete securely Admin process Admin process
documents Litigation
ADMINISTRATION:
MEMBERSHIP & COMMUNICATION MANAGEMENT
Purpose of Existence Minimum Maximum Business Process # Business
Record Name Record Description Years Covered Revision Format (Business, Litigation, Main Location Other Retention Period Retention Period Disposition (CSCS Risk Control Process Further
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]
Member
1. Newsletter Weekly newsletters to members 2016 Weekly Paper-based Business Jennifer's cube None 3 7 Destroy securely BP 1 Communication destroy pre-2013
Management papers
Member Based on the State of
2. Newsletter Weekly newsletters to members 2017 - current Weekly Emails Business Jennifer's emails None 3 3 Delete BP1 Communication Missouri's record
permanently
Management retention guidelines
web-based email Member Based on the State of
Delete
3. Newsletter Weekly newsletters to members 7/2017 - current Weekly Emails Business marketing platform None 3 TBD permanently BP1 Communication Missouri's record
(Mail Poet) Management retention guidelines
Member Based on the State of
4. Newsletter Approvals Approval Emails 2017 - current Weekly Emails Compliance CSCS Help Desk None 3 3 Delete BP1 Communication Missouri's record
permanently
Management retention guidelines
2015 - Present & Based on the State of
Documents that are added to the Website Folder Website
5. Website Backup websites Archive Folder of Periodically Electronic Business The Co-op's website on Server TBD TBD TBD BP 2 Management Missouri's record
previous years retention guidelines
6. Membership Paperwork: Stock Business Jennifer's Cube - Membership Based on the State of
certificate, Member Subscription Original Paperwork 2009 - current One-time Paper-based Litigation Membership Record None Permanently Permanently None BP 3 Management Missouri's record
Agreement, W-9 Binders retention guidelines
7. Membership Paperwork: Stock Based on the State of
certificate, Member Subscription Electronic Scans of Paperwork 2009 - current One-time Electronic Business HAVI Operator/Sub- None Permanently Permanently None BP 3 Membership Missouri's record
Agreement, W-9 Litigation Operator Record Management retention guidelines
Server - Board of Based on the State of
Electronic Annual Election
8. 3rd Party Legal Proxy Review Election Certification Email 2014 - Current Annually Compliance Directors: Elections None 3 7 Destroy securely BP 4 Missouri's record
(emails) File Process retention guidelines
Based on the State of
9. Paper Proxy Scans Scans of completed paper proxies 2012 - Current Annually Electronic Compliance In CSCS's SharePoint None 3 7 Destroy securely BP 4 Annual Election Missouri's record
Process
retention guidelines
Server - Board of Based on the State of
Report of proxies from Simply Voting Annual Election
10. Electronic Proxy Report electronic system 2014 - Current Annually Electronic Compliance Directors: Elections None 3 7 Destroy securely BP 4 Process Missouri's record
File retention guidelines
ADMINISTRATION:
DATA ANALYTICS
Purpose of Existence Minimum Maximum Business Process # Business
Record Name Record Description Years Covered Revision Format (Business, Litigation, Main Location Other Retention Period Retention Period Disposition (CSCS Risk Control Process Further
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]
Based on the State of
1. Data Integrity Audits Validation for data, system & 2014 - Current Continuous Excel Business Generated from None 1 3 Destroy BP 15 (A) Data Integrity Missouri's record
reporting integrity system Permanently Audits
retention guidelines
Price Index
2. Price Index (Commodity Price Forecasting Tool 2009 - Current Continuous Excel Business CSCS's SharePoint None Permanently Permanently None BP 15 (B) (Commodity Used for year to year
pricing tracking and forecasting) pricing tracking tracking / reporting
and forecasting)
Modified PPI or
3. Modified PPI or Performance Performance Used for year to year
Tracking of the Co-ops Organizational Performance Metric 2010 - Current Periodic Excel Business CSCS's SharePoint 3 7 None BP 15 (C) Tracking of the Co-tracking / reporting
4 ops