Page 427 - Aida Hovsepian Onboarding

2/28/2018 CSCS Record Retention and Disposition Schedule
RETENTION AND DISPOSITION SCHEDULE
PROCUREMENT
Purpose of Existence Minimum Maximum Business Process #
Record Name Record Description Years Covered Revision Format (Business, Litigation, Main Location Duplicate Retention Period Retention Period Disposition (CSCS Risk Control Business Process Further
Frequency Locations Method 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 7 7 DE owns this
document technically,
three years pass
Confidentiality agreement without any exchange (after expiration) (after expiration) so do we need to
1. MCA/ROE between vendor and 2009 - current of confidential PDF Litigation HAVI Shared drive Permanently Permanently Destroy securely BP 100 New suppliers and consult with them on
how long to keep?
BP 520
supplier contracts
DineEquity information, at which
point a new MCAROE (for effective (for effective Should be removed
contracts)
contracts)
would need to be from Shared drive
executed)
Record of the information Based on the State of
2. New Vendor Registration vendor populated upon 2014 - current Never Electronic Business HAVI None 1 3 Destroy securely BP 100 New suppliers Missouri's record
registration in HAVI. Litigation retention guidelines
Electronic record and 7 7
PDF (PDF houses the (after expiration) (after expiration) Based on IRS
3. SSA and SSA-A Contracts between the Co-op As needed or upon contract, but electronic Business Supplier Contract Guidelines
Contract Guidelines and suppliers 2009 - current expiration signature is housed in Litigation HAVI Shared drive Permanently Permanently Destroy securely BP 520 Management Should be removed
the electronic contract (for effective (for effective from Shared drive
record in HAVI) contracts) contracts)
7 7
(after expiration) (after expiration)
Evidence of insurance from Business BP 100 New Suppliers Based on IRS
4. Certificate of Insurance 2009 - current Upon expiration PDF HAVI None Destroy securely
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 contain pricing info 24 month Periodically Excel Business HAVI None Data back-up policy Data back-up policy tbd BP 30 Price Maintenance CM's work-flow
approval
Electronic record and 7 7
PDF (PDF houses the Shared drive, but (after expiration) (after expiration)
to go ahead with contract or As needed or upon contract, but electronic Business would like to Supplier Contract Based on IRS
8. Contract Review Notice not (>500,000) before the RFP 2009 - current expiration signature is housed in Litigation HAVI cease this Permanently Permanently Destroy securely BP 520 Management Guidelines
the electronic contract practice (for effective (for effective
record in HAVI) contracts) contracts)
Based on State of
Missouri's record
9. QA Notifications (supplier Notification from QA In CMs' individual retention policies
approval big attachment in regarding food quality issues, 2009 - current Continuously Email Business QA Database personal email 1 3 Destroy securely BP 100 - BP 660 All procurement
business processes
email and product approval) facility audits, etc. folders 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)
business processes
Litigation
Folder
products, issues, etc..
Put end-results email
in a folder
Based on State of
Missouri's record
Personal Email
Business 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 business processes Business term
Folder/Shared drive
attached in HAVI/
exhibits
CMs' individual
Contact Information for All procurement
13. Suppliers' Contacts Suppliers 2013 - current Continuously Electronic Business HAVI 6 personal email 1 3 Destroy securely BP 100 - BP 660 business processes
folders