Page 417 - Board Member Onboardin August 2019

8/9/2019 CSCS Record Retention and Disposition Schedule
RETENTION AND DISPOSITION SCHEDULE
PROCUREMENT
Revision Purpose of Existence Duplicate Minimum Maximum Disposition Business Process # Business Process Further
Record Name Record Description Years Covered Frequency Format (Business, Litigation, Main Location Locations Retention Period Retention Period Method (CSCS Risk Control Description Comments
Compliance) (in years) (in years) Matrix)
[1] [2] [3] [4] [5] [6] [7] [8] [9] [10] [11] [12] [13] [14]
As needed (evergreen
document, unless three
7
7
years pass without any (after expiration) (after expiration) DE owns this
1. MCA/ROE Confidentiality agreement exchange of BP 100 New suppliers and document technically,
(Dine Brands' documents) between vendor and 2009 - current confidential PDF Litigation HAVI None Permanently Permanently Destroy securely BP 520 supplier contracts so do we need to
DineEquity information, at which (for effective (for effective consult with them on
point a new MCAROE how long to keep?
would need to be contracts) contracts)
executed)
Record of the information Based on the State of
2. New Vendor Registration vendor populated upon 2014 - current Never Electronic Business HAVI None Permanently Permanently Destroy securely BP 100 New suppliers Missouri's record
Litigation
registration in HAVI. retention guidelines
Electronic record and 7 7
3. SSA and SSA-A Business PDF (PDF houses the (after expiration) (after expiration) Based on IRS
Terms Contracts between the Co-op 2009 - current As needed or upon contract, but electronic Business HAVI CSCS's SharePoint Permanently Permanently Destroy securely BP 520 Supplier Contract Guidelines
Litigation
and suppliers
Should be removed
expiration
signature is housed in
Management
Contract Guidelines the electronic contract (for effective (for effective from Shared drive
record in HAVI) contracts) contracts)
7 7
(after expiration) (after expiration)
4. Certificate of Insurance Evidence of insurance from 2009 - current Upon expiration PDF Business HAVI None Destroy securely BP 100 New Suppliers Based on IRS
suppliers Litigation Permanently Permanently BP 520 Supplier Contracts Guidelines
(for effective (for effective
contracts) contracts)
5. Price Listing Summary Details of prices by DC and Validate rolling Monthly Electronic Business HAVI None Data back-up policy Data back-up policy tbd BP 30 Price Maintenance Check HAVI's data
items 24 month Excel back-up policy
6. Multi-period spend report Details of spend (volumes and Validate rolling Continuously Electronic Business HAVI None Data back-up policy Data back-up policy tbd BP 30 Price Maintenance Check HAVI's data
$) by DC, operator, restaurant 24 month Excel back-up policy
Supplier import and
Excel files from suppliers Validate rolling
7. Supplier Pricing Import Periodically Excel Business HAVI None Data back-up policy Data back-up policy tbd BP 30 Price Maintenance CM's work-flow
contain pricing info 24 month
approval
Electronic record and 7 7
PDF (PDF houses the (after expiration) (after expiration)
8. Contract Review Notice\ to go ahead with contract or 2009 - current As needed or upon contract, but electronic Business HAVI CSCS's SharePoint Destroy securely BP 520 Supplier Contract Based on IRS
Product Brief not (>500,000) before the RFP expiration signature is housed in Litigation Permanently Permanently Management Guidelines
the electronic contract (for effective (for effective
record in HAVI) contracts) contracts)
Based on State of
Missouri's record
9. QA Notifications (supplier Notification from QA regarding CMs' individual retention policies
approval big attachment in food quality issues, facility 2009 - current Continuously Email Business QA Database personal email 1 3 Destroy securely BP 100 - BP 660 All procurement
email and product approval) audits, etc. folders business processes This is a QA process,
should be in QA
database
10. Brand Correspondence Based on State of
(w/ Finance, Culinary, etc.) Missouri's record
decision making documents Emails and letters to and from 2009 - current Continuously Email Business TBD Personal Email 1 3 Destroy securely BP 100 - BP 660 All procurement retention policies---
(price, quantity, approval/dis- Brands Folder business processes put somewhere easy
approval) to find (HAVI)
Based on State of
Missouri's record
Emails and letters to and from retention policies
11. Supplier Correspondence suppliers regarding contracts, 2009 - current Continuously Email, Word, PDF, Excel Business TBD Personal Email 1 7 Destroy securely BP 100 - BP 660 All procurement (HAVI)
products, issues, etc.. Litigation Folder business processes
Put end-results email
in a folder
Based on State of
Missouri's record
Business Personal Email retention policies
12. Key Worksheets (Formula- Worksheets to communicate 2009 - current Continuously Excel Litigation Folder None per contract term per contract term Destroy securely BP 100 - BP 660 All procurement
based balances, etc.) price and volumes to suppliers Protein Folder/In business processes
CSCS's SharePoint Business term
attached in HAVI/
exhibits
CMs' individual
Contact Information for All procurement
13. Suppliers' Contacts Suppliers 2013 - current Continuously Electronic Business HAVI personal email 1 3 Destroy securely BP 100 - BP 660 business processes
6
folders