Records Retention Schedule: General Records
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This is only an Example of a Records Retention Schedule (RRS) related to General Records!
Transcript of Records Retention Schedule: General Records
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Records Retention Schedule General Records
Records Management
08.08.2008
Mario Rieger
Records Retention Schedule General Records
Page 2
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
Absence Monitoring Reports
C 0 C No NA Paper
General Appropriation Requests
Official copy maintained by Operations Accounting department (AC + 8 Years). All other departments retain a current copy
C 0 C No NA Paper
General Attendance Record
Attendance record, department manager file
CY 0 CY No NA Paper
General Board Minutes Official copy maintained by President's office permanently. All other copies should be retained for a maximum of 3 years.
CY + 2 0 3 Years
No NA Paper
General Budgets Official copy maintained by Financial Accounting department. All other copies should be retained for a maximum of CY + 1 year.
CY + 1 0 2 Years
No NA Paper
Records Retention Schedule General Records
Page 3
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 Electronic/Pa per
General Business Plan Headcount planning. Original with Finance
CY + 1 0 2 Years
No NA Paper
General Calendar Personal work calendars and electronec calendars
CY + 1 0 2 Years
No NA Electronic / Paper
General Cell Phone Bills
Detailed phone bills for company designated cell phones
CY + 1 0 2 Years
No NA Paper
General Certificates Certificates CY + 2 0 3 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.
CY + 1 0 2 Years
No NA Paper
General Commendation Letters
All copies should be retained in department manager files for a maximum of 6 years. If terminated, send to HR Compensation for
CY + 5 0 6 Years
No NA Paper
Records Retention Schedule General Records
Page 4
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.
AC + 6 0 AC + 6 Years
No NA Paper
General Data Processing Service Requests
Official copy maintained by Operations department (3 years). All other copies should be retained for a maximum of 1 year.
CY 0 1 Year No NA Paper
Records Retention Schedule General Records
Page 5
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.
CY + 5 0 6 Years
No NA Paper
General Equipment Use Certificate
Part of management file C 0 C No NA Paper
General Expense Reports -Employees
Official copy maintained by Financial Accounting department. All other copies should be retained for a maximum of CY + 1 year.
CY + 1 0 2 Years
No NA Paper
General Fact Book 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.
PW + 7 Years
PW + 7 Years
PW + 7 Years
QSR Yes Scanned into the FI system
Electronic/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
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
DHR No NA Paper
Records Retention Schedule General Records
Page 6
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.
CY + 1 0 2 Years
No NA Paper
General Contracts, Leases & Agreements
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.
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 Correspondence & Memos
Correspondence relating to a particular subject should be filed with that topic and retained for the
CY + 1 0 2 Years
No NA Paper
Records Retention Schedule General Records
Page 7
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.
