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 Business Use

Records & Information

Management Policy
Training
Part 2

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 Business Use

Introduction
R&IM POLICY TRAINING PT. 2

As a global company, P&G creates a huge amount of records. Our records

provide evidence of past activities, protect our intellectual property, operate
daily business, and help plan for our future, so managing records is an
important part of our daily task.

In this course you will learn how P&G’s Records Retention Schedule (RRS)
and annual Record Review & Certification (RRC) help us manage our
Company records consistently and effectively across the world.

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 Business Use

Introduction
R&IM POLICY TRAINING PT. 2

At the end of this course you will be able to:

• Link the RRS and the RRC to P&G’s Worldwide Business Conduct Manual
(WBCM)
• Recognize the legal principles that are met by the RRS and annual RRC
process
• Locate the RRS application for your use
• Read and understand the RRS to effectively review your Company records

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Worldwide Business Conduct Manual

R&IM POLICY TRAINING PT. 2

Records & Information Governance

P&G considers records created or received during the normal course of

business a P&G asset. This includes documents, email, spreadsheets,
notebooks, photographs and video, regardless of whether they are
electronic or hard copy. We must manage and retain all P&G records
according to our P&G Records & Information Management Policy and
P&G’s Records Retention Schedule (RRS).

You are expected to review your records, using the RRS, and destroy
any documents that are no longer needed. However, it is important that
you take special care to keep all documents that relate to any imminent
or ongoing investigation, lawsuit, audit or examination involving P&G.
This means that you never conceal, alter or destroy (even if past the
retention time in the RRS) any documents or records related to any
such inquiries.

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Legal Principles
R&IM POLICY TRAINING PT. 2

Reviewing our records using the Corporate RRS and certifying the
action annually proves to legal authorities that P&G reviews and
discards records in the normal course of business as a standard
practice. A few legal principles need to be followed.

• A record cannot be disposed of until legally stated (laws,

regulations, etc.) retention times are met

• Employees must be informed of the RM Policy and the expectation

to comply

• Record reviews follow a process as part of the normal course of

business

• Records identified for litigation are retained until the litigation is

completed

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P&G’s Records Retention Schedule (RRS)

R&IM POLICY TRAINING PT. 2

The RRS application is located at https://retentionschedule.pg.com and

requires logging into the network to access. It is an application, not a
website so make use of the short training videos in the ‘I Need Help’
button on the home screen.

P&G’s RRS is made up of numerous individual record series. Each

record series represents a record or group of related records, providing
information about the record and how long they are kept. The record
series in the RRS covers all Company records, is viewed by legal
authorities and is used in litigation.

Our RRS is reviewed against the laws of various countries covering all
regions as determined with Legal. To avoid confusion and maintain its
legal integrity, the RRS cannot be overruled. A formal process exists to
request a change which can be found on the application’s home
screen.

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 Business Use

RRS Application
R&IM POLICY TRAINING PT. 2

The RRS application allows you to create a personalized RRS for an individual
or group use. This reduces the number of record series to those that cover your
Company records and you can add/remove them as needed.

You can add notes, in most languages, to aid in applying the record series and
retention time to your Company records. Every time you open your
personalized RRS, it is updated with any change to a record series.

If you manage a personalized RRS for a group and leave for a new role, the
new person can make a copy which includes any notes that have been added.

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Below are five record series. Each
Record Series Examples record series is made up of 6 columns.
Let’s review them.
R&IM POLICY TRAINING PT. 2

Max Copy Retention

Official Retention
Length of time the copyofoftime
Length a record is kept andofficial
the company’s is an record is kept Max Copy Official Official Record Record
Record Name authorization to discard the record. It is the first
Description and is an authorization to discard the record. Retention Retention Holder Series
retention time column listed as many employees
Department Budget Documents and work papers related to the
have past, current
copies. Example: or forecast
The Expensedepartment
Reportsbudget.
processed by the MAX3 3 SRAP; F&A3070
Service Centers is the official record for P&G and Official Record
3 Holder
Record Name Example;
Description Your copy
followsof an
theExpense
retention Report follows
time inemployee
this column.
Invoices & Expense ILM review process. 3rd party & IC sales & purchase invoices, credit notes, expense MAX3 CNTRY Financial Serv;
Record Series F&A2071
the retention time in this column. Group/function/role
Record is Serv
kept
which
for
Rpt. reports and supporting documents. Includes tax invoices & official receipts required in certain HR & controls
3 complete
and/or
years from
Unique name for a record or group of Describes what types of records are covered by
countries (e.g. Brazil [NFE's], Thailand, Philippines, etc.). Excludes invoices for Capital Asset the has A
ownership
unique
the date
identifier
forof
the
the
for
official
Solutions; record.
the record.
record series
records. Records
They also(F&A2040).
state if the record
Review andrecord series.
disposal May include
of Official records examples
retainedasinacentralized
guide corporate needed by Cust
the application.
Serv Org;
series is systems
for a specific country or region. along with other information handling information.
(e.g., SAP K5P, Vault, LDA, eCARM), systems maintained by 3rd parties (e.g.
Trustweaver, GERS), as well as hard copies, follow the ILM process. MAX3
ACT+6
Patents Records related to the preparation, filing, prosecution, maintenance,Dispose and rights.
of theIncludes PCT
record at any Copy
Max MAXACT
time, as
andyou ACT+6 Time Patent;
Official Retention columns contain LEG3035
file, Development Record, opposition file, drawings, and the contents
Record is kept 6 complete of
choose the Application
(30after
years days, File
an1action
year,Retention
etc.), butCodes
has ended must that inform us how long the record is
(aka wrapper) which is reduced down to key documents
the use of the if patent
record.is be
granted.
disposed of after 3 years.kept. Continue the slide show to review a few examples.
ACT = life of patent
Action examples; end of contract date, termination date,
Payroll ILM review process. Records showing amountsuperseded paid to employees
date. and their adjustments due to MAX3 CNTRY HR Serv & F&A2081
tax, benefit choices, court orders, etc. Review and disposal of Official records retained in Solutions;
centralized corporate systems (e.g., SAP NP1) follow the ILM process.
CNTRY
Security Surveillance Video tapes and computer memory files of security camera monitored areas. MAX30D 30D Security; BUS6001
Tapes - EU A code used for select record series needed to support
government Tax audits on our Fiscal Years and Legal
Entities.

The Retention Time Key linked at the bottom of the RRS

application screen contains more codes and examples
used in the Max Copy Retention and Official Retention
columns.

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 Business Use

Records Review & Certification (RRC)

R&IM POLICY TRAINING PT. 2

Each year employee’s certify they have reviewed their records against
the RRS. Managers have an RRC question included with other policy
questions as part of their WBCM Compliance Questionnaire. A&T’s
receive a standalone RRC question.

Review the Records Review & Certification Process Steps linked on the
RRS application home screen which outlines best practices. In brief;

• Review your records between October and April

• Divide your review into bite size pieces (e.g., folder, application,
OneDrive) and spread it out to accommodate work

• Schedule review periods in your calendar to allow enough time to

review all the places you store records (e.g. email, hard drive,
OneDrive, drawer, etc.)

When you receive the RRC you’ll be ready to certify.

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Records Review & Certification (RRC)

R&IM POLICY TRAINING PT. 2

If you are Band 1+ manager, you have Company records. Could not do your
work without them.

For A&T’s, you have Company records if any of the following is true;

• You access your lastname.me@pg.com or manage a brand.im@pg.com

email account
• You save Word, Excel, .pdf, etc. files to a drive or device such as a tablet
• You save files in OneDrive
• You save files and/or are responsible for a SharePoint site
• You have paper files
• You have scanned images on a CD
• You send record boxes off-site and/or are a listed P&G contact with the
storage vendor

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 Business Use

Wrap Up
R&IM POLICY TRAINING PT. 2

This concludes this training module. In this training you learned to;

• Link the RRS and RRC to a specific section of our WBCM

• Recognize the legal principles that need to be met to satisfy legal
authorities through the annual RRC following the RRS
• Locate the RRS application at https://retentionschedule.pg.com
• Read and understand the RRS and the information each record series
contains to review your Company records effectively

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 Business Use

This ends R&IM Policy Training Part 2

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