Page 422 - Board Member Onboardin August 2019

8/9/2019 CSCS Record Retention and Disposition Schedule
RETENTION AND DISPOSITION SCHEDULE
DISTRIBUTION
Purpose of Existence Minimum Maximum Business Process #
Revision Duplicate Disposition Business Process
Record Name Record Description Years Covered Format (Business, Litigation, Main Location Retention Period Retention Period (CSCS Risk Control Further Comments
Frequency Locations Method Description
Compliance) (in years) (in years) Matrix)
[1] [2] [3] [4] [5] [6] [7] [8] [9] [10] [11] [12] [13] [14]
7 7
(after expiration) (after expiration)
1. Distributor Services Detailed contract terms with Signed & Business Distributor Based on IRS Guidelines on
Agreements distributors 2009 - current No revision PDF Litigation HAVI None Permanently Permanently Destroy securely BP 180 Performance contracts
(for effective (for effective Management
contracts) contracts)
7 7
2. Market Distribution Paul's C: drive (after expiration) (after expiration) Distributor
Business
Agreements by DC and DCs' contracts with operators 2009 - current No revision PDF Litigation To be moved to HAVI None Permanently Permanently Destroy securely BP 180 Performance Based on IRS Guidelines
operators by Brand in 2019 (for effective (for effective Management
contracts) contracts)
7 7
(after expiration) (after expiration) Distributor
3. Confidentiality Confidentiality agreements with DCs 2009 - current No revision PDF Business HAVI None Destroy securely BP 180 Performance Based on IRS Guidelines
Agreements with DCs Litigation Permanently Permanently Management
(for effective (for effective
contracts) contracts)
4. Weekly service reports Distributor Archive the old documents
Performance
from distributors to CSCS by Reports from DCs 2009 - current Weekly Excel Business Karen'sOne Drive None 1 3 Destroy securely BP 180 Management Based on the State of
restaurant Missouri's Policy
5. Monthly service reports Distributor
from distributors to CSCS Performance Archive the old documents
(collective service reports Reports from DCs 2009 - current Monthly Excel Business Karen's One Drive None 1 3 Destroy securely BP 180 Management Based on the State of
Missouri's Policy
by brands)
Archive the old documents
Based on the State of
Distributor
6. Distributor Contact List Contact lists of DCs 2009 - current Periodically Excel Business Karen's One Drive None 1 3 Destroy securely BP 180 Performance Missouri's Policy
Management
Should be stored in HAVI
(DC Contact Report)
7. Service Penalty notice to Business Distributor Archive the old documents
distributors From us to distributors 2009 - current Need-based Word Litigation Karen's One Drive None 1 3 Destroy securely BP 180 Performance Based on the State of
Management
Missouri's Policy
Distributor
8. Distributor Survey Survey results from DCs 2009 - current Periodically Excel Business Karen's One Drive None 1 3 Destroy securely BP 180 Performance Based on the State of
Management Missouri's Policy
Distributor Archive the old documents
9. Distributor Survey Survey results from DCs 2009 - current Periodically Excel Business Survey Monkey None 1 3 Destroy securely BP 180 Performance Based on the State of
database Litigation (online tool)
Management Missouri's Policy
Excel Business CSCS SharePoint / Based on the State of
10. RFP documents (Troy's) RFP analysis for potential distributors 2009 - current Need-based None 3 3 Destroy securely BP 130 Distributor Selection
PDF Litigation Logistics dept Missouri's Policy
Email Archive the old documents
11. DC Transition Documents related to DC transitions 2009 - current Periodically Excel Business Karen's One Drive None 3 3 Destroy securely BP 200 Distributor Status Based on the State of
Documents (Karen's) PDF Litigation Change Missouri's Policy
9