| STEP |
WHO |
WHEN |
INFO
TO USE |
WHAT
TO DO |
RESULTS |
| 1 |
All Managers and Supervisors |
While having control of any
company records |
All files in department |
Ensure that all records are
legible and clearly identified as to what they address (for example,
die number,
purchase order number, etc.); keep them filed so that
they face minimal deterioration and exposure to loss and so that they are easily accessed
when needed. |
Records well maintained in
individual departments and storage room. |
| 2 |
All Managers and Supervisors |
As desire to move older records
out of files in department |
Records; retention list below |
Identify which records are to be
moved out and check to see which records must still be retained (the list below gives the
minimum retention times, but call upon the Controller if uncertain about a situation);
destroy any records that are beyond minimum retention and have no reason to be saved; turn
over to Accounting Manager any records to be stored or microfilmed. |
Records identified as to which
are to be kept in department, which are to be destroyed and which are to be given to Accounting Manager for storage. |
| 3 |
Accounting Manager |
As records provided by Managers and Supervisors for
storage |
Records; retention list below |
Have
records boxed and stored in conditions listed in step 1, marking retention
date on each box; records may be microfilmed with the microfilm retained as
described.
|
Records in long-term storage
well maintained. |
| 4 |
All Managers |
Each November |
Records; retention list below |
Destroy any records that are
beyond minimum retention and have no reason to be saved; Go
through documents or files; remove all files to be stored or destroyed.
Destroy any document removed by one of the following methods:
Running through a paper shredder (paper), incinerate (microfiche), breaking
(disk/hard drive); erase from server (may require IT Manager's help). |
Documents or files removed,
stored or destroyed. Data erased from
server. |
| 5 |
Accounting Manager |
Each December |
Archived records |
Verify that all managers have completed Step 4. Destroy originals after the minimum retention per the
retention list and the records (original or microfilm).
|
Archives cleaned up and documents or files destroyed. Data erased from
server. |
MINIMUM RETENTION PERIODS OF VARIOUS TYPE OF RECORDS
The minimum retention period for most quality related records is
listed with the individual record in TOP-DLIST.
Some accounting, personnel, and other records are also found in TOP-DLIST
with their respective retention period stated. In those cases that a specific record is
not found in TOP-DLIST, the minimum retention periods stated
in the table below will prevail. Where record qualifies for multiple categories, longest
retention prevails, if the retention period for any record in question, the Controller
decides.
 | Quality-related -- Not specified in TOP-DLIST
5 years |
| Accounting-related -- Financial (supporting audited statements) 20
years |
| Bank statements and reconciliations 7 years |
| Purchasing & inventory (except material quality) 7 years |
| Accounts payable 6 years |
| Shipping memos 6 years |
| Accounts receivable 5 years |
| Personnel-related -- Payroll (except time cards and hammer logs) 10
years beyond termination |
| Health, safety and accident 10 years |
| Personnel (except health, safety and accident) 6 years |
| Other -- Computer backups See
TOP-SYSTM |
| General correspondence 2 years |
