Page 425 - Board Member Onboardin August 2019

8/9/2019 CSCS Record Retention and Disposition Schedule
RETENTION AND DISPOSITION SCHEDULE
DISTRIBUTION Distributor Archive the old documents
12. Distributor Business CSCS's review of distributors' 2012- current Periodically Several Business Karen's One Drive None 1 3 Destroy securely BP 180 Performance Based on the State of
Review (DBR) performance format Litigation Management Missouri's Policy
Distributor Archive the old documents
Presentation for each distributor, Business
13. DBR: Presentation Decks including operators' feedbacks 2012 - current 18 months PowerPoint Litigation Karen's One Drive None 1 3 Destroy securely BP 180 Performance Based on the State of
Management Missouri's Policy
14. DBR: Business Review Summary of business review for each Business Distributor Archive the old documents
Recap distributor 2012 - current 18 months Word Litigation Karen's One Drive None 1 3 Destroy securely BP 180 Performance Based on the State of
Management
Missouri's Policy
15. DBR: Business Review Whatever need to follow up on in the Business Distributor Archive the old documents
Open Task Monthly Updates business review 2014 - current Monthly Excel Litigation Karen's One Drive None 1 3 Destroy securely BP 180 Performance Based on the State of
Missouri's Policy
Management
Email Archive the old documents
16. Emails Emails, documents, etc. from and to 2009 - current Continuously Excel Business Personal Email None 1 3 Destroy securely BP 130 Distributor Selection Based on the State of
DCs Litigation
PDF Missouri's Policy
FREIGHT MANAGEMENT
Purpose of Existence Minimum Maximum Business Process #
Revision Other 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. Transportation Logistics agreements with 3 PLs 2009 - current Need-based Electronic Business HAVI CSCS SharePoint Destroy securely BP 180 Distributor All agreements should be
stored in HAVI only. Check
Performance
agreements with 3 PLs Litigation Permanently Permanently Management HAVI's data storage period.
(for effective (for effective
contracts) contracts)
7 7
(after expiration) (after expiration)
2. Confidentiality Confidentiality agreements with 3 PLs 2009 - current Need-based Electronic Business HAVI CSCS SharePoint Destroy securely BP 180 Distributor All agreements should be
Performance
stored in HAVI only. Check
Agreements with 3 PLs Litigation Permanently Permanently Management HAVI's data storage period.
(for effective (for effective
contracts) contracts)
Rebate amounts from DCs, Allocation Based on the State of
3. Freight Rebate 2009 - current Need-based Excel Business CSCS SharePoint None 1 3 Destroy securely BP 47 Rebate Management
of rebates to operators Missouri's Policy
4. Freight Analysis Distributor Based on the State of
(workpapers) Freight bracket target analysis 2009 - current Continuously Excel Business CSCS SharePoint None 1 3 Destroy securely BP 180 Performance Missouri's Policy
Management
HAVI (workpapers) Distributor
5. RFP documents & 3PL RFP analysis from potential 3 PLs 2009 - current Need-based Electronic Business Shared drive (final None 1 3 Destroy securely BP 180 Performance Based on the State of
quotes Litigation Missouri's Policy
analysis) Management
6. Freight Forwarder and Approval letters by Chief Procurement Business Personal Drive Distributor Based on the State of
International Distributor Officer 2009 - current None Electronic Litigation To be moved to One None Permanently Permently None BP 180 Performance Missouri's Policy
Approval Letters Drive Management
Distributor Based on the State of
7. Redi Savings Analysis Redi savings workpapers 2009 - current Need-based Excel Business CSCS SharePoint None 1 3 None BP 180 Performance Missouri's Policy
Management
Kristen's
Business Kristen's personal Personal Drive All logistics Based on the State of
8. Emails Emails from 3PLs, others 2009 - current Continuously Electronic 1 3 Destroy securely All logistics processes
Litigation email account on the shared processes Missouri's Policy
network (X:)
PRODUCE
Purpose of Existence Minimum Maximum Business Process #
Revision Other Disposition Business Process
Record Name Record Description Years Covered Format (Business, Litigation, Main Location Retention Period Retention Period (CSCS Risk Control Further Comments
10
Frequency Locations Method Description
Compliance) (in years) (in years) Matrix)