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Records Retention Schedule General Records 
  08.08.2008    Mario Rieger   

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Records Retention Schedule General Records 
   

Department Name

Record Title

Record Description

Active (On-site)

Inactive (Off-site)

Total

Record Type

Vital Document Yes/No

Location of Vital Document

Media

Citation

General

Absence Monitoring Reports Appropriation Requests

Absence Monitoring Reports

C

0

C

No

NA

Paper

General

Official copy maintained by Operations Accounting department (AC + 8 Years). All other departments retain a current copy Attendance record, department manager file Official copy maintained by President's office permanently. All other copies should be retained for a maximum of 3 years. Official copy maintained by Financial Accounting department. All other copies should be retained for a maximum of CY + 1 year.

C

0

C

No

NA

Paper

General

Attendance Record Board Minutes

CY

0

CY

No

NA

Paper

General

CY + 2

0

3 Years

No

NA

Paper

General

Budgets

CY + 1

0

2 Years

No

NA

Paper

     

    Page 2 

   

Mario Rieger

Digitally signed by Mario Rieger DN: cn=Mario Rieger, o, ou, email=mario_rieger@web.de, c=US Reason: I am the author of this document Date: 2009.08.04 08:28:03 +02'00'

Records Retention Schedule General Records 
 
Department Name Record Title Record Description Active (On-site) Inactive (Off-site) Total Record Type Vital Document Yes/No Location of Vital Document Media Citation

General

Bulletin Board Posting

Postings on the Intranet Home Page or hard copy

30 days

0

30 days

No

NA

Electro nic/Pa per Paper

General

Business Plan

Headcount planning. Original with Finance Personal work calendars and electronec calendars

CY + 1

0

2 Years 2 Years

No

NA

General

Calendar

CY + 1

0

No

NA

Electro nic / Paper Paper

General

Cell Phone Bills

Detailed phone bills for company designated cell phones Certificates

CY + 1

0

2 Years

No

NA

General

Certificates

CY + 2

0

3 Years 2 Years

No

NA

Paper

General

Check Requisitions

Official copy maintained by Financial Accounting department. All other copies should be retained for a maximum of CY + 1 year. All copies should be retained in department manager files for a maximum of 6 years. If terminated, send to HR Compensation for

CY + 1

0

No

NA

Paper

General

Commendatio n Letters

CY + 5

0

6 Years

No

NA

Paper

     

    Page 3 

   

Records Retention Schedule General Records 
 
Department Name Record Title Record Description Active (On-site) Inactive (Off-site) Total Record Type Vital Document Yes/No Location of Vital Document Media Citation

inclusion in personnel file. General Confidentiality & Secrecy Agreements A signed original of all confidentiality, secrecy, consultant, etc. Agreements should be forwarded to the Corporate Law Department. Individual departments should keep another signed original for six year after completion of the agreement. All working copies should be destroyed upon completion. Agreements that do not have a completion date (i.e. when someone has an obligation to maintain a confidence) should be retained for twenty years. Official copy maintained by Operations department (3 years). All other copies should be retained for a maximum of 1 year. AC + 6 0 AC + 6 Years No NA Paper

General

Data Processing Service Requests

CY

0

1 Year

No

NA

Paper

     

    Page 4 

   

Records Retention Schedule General Records 
 
Department Name Record Title Record Description Active (On-site) Inactive (Off-site) Total Record Type Vital Document Yes/No Location of Vital Document Media Citation

General

Disciplinary Letters

All copies should be retained in department manager files for a maximum of 6 years. If terminated, send to HR Compensation for inclusion in personnel file. Part of management file

CY + 5

0

6 Years

No

NA

Paper

General

Equipment Use Certificate Expense Reports Employees

C

0

C

No

NA

Paper

General

Official copy maintained by Financial Accounting department. All other copies should be retained for a maximum of CY + 1 year. Everything about how the product is developed. Should be retained PW + 7 years. This document is considered vital and should be sent to Doc Control for imaging. Official copy maintained by Quality Services in DHR. All other copies should be retained for a maximum of 2 years

CY + 1

0

2 Years

No

NA

Paper

General

Fact Book

PW + 7 Years

PW + 7 Years

PW + 7 Years

QSR

Yes

Scanned into the FI system

Electro nic/Pa per

21 CFR 820.180 (b) and industry practice to keep quality documentation for life of device plus 2 years.

General

Finished Goods Inventory Transfer Record

CY + 1

0

2 Years

DHR

No

NA

Paper

     

    Page 5 

   

Records Retention Schedule General Records 
 
Department Name Record Title Record Description Active (On-site) Inactive (Off-site) Total Record Type Vital Document Yes/No Location of Vital Document Media Citation

General

Fixed Assets Reports

Official copy maintained by Operations Accounting department. All other copies should be retained for a maximum of CY + 1. The VP of Finance should receive a signed original. Another signed original should be forwarded to the Law Department, Attn: Mark Sievers. Any related correspondence related to the agreement and not on file with the VP of Finance, when the Contract, Lease or Agreement is ended, can be merged with the document. Drafts of Contracts, Leases and Agreements should not be retained after the final version is signed. If tax related, retain UTA. Correspondence relating to a particular subject should be filed with that topic and retained for the

CY + 1

0

2 Years

No

NA

Paper

General

Contracts, Leases & Agreements

AC + 6

0

AC + 6 Years

No

NA

Paper

For Federal contracts, FAR (Federal Acquisition Regulation) 4.704 applies: T + 3 years = termination of the contract, I.e. final payment + 3 years; 26CFR301.6501 (e)-1 (Tax Return Filing Date + 6 years). Federal statute of limitations for the return expires after 6 years; a 7 year period applies for filing a claim for credit or refund relating to bad debts.

General

Corresponden ce & Memos

CY + 1

0

2 Years

No

NA

Paper

     

    Page 6 

   

Records Retention Schedule General Records 
 
Department Name Record Title Record Description Active (On-site) Inactive (Off-site) Total Record Type Vital Document Yes/No Location of Vital Document Media Citation

same period of time as the subject. Internal correspondence and reporting is owned by the originator. All others with copies should retain only for a short reference period and never send to storage. External correspondence is the responsibility of the direct recipient and not those receiving copies. Chronological correspondence files and other collections of general or miscellaneous correspondence should be retained for a maximum of CY + 1.

 

     

    Page 7 

   

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