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Enterprise Records Retention Schedule
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Corporate Governance & Incorporation
Record Business Function
Corporate Organization, Legal & Compliance
Record Code
LEG-0300
Record Category Description
Records related to the creation, structure and governance of the Company,
company archives, vital corporate records, boards and committees, and
shareholder records.
Record Examples
Includes records related to incorporation, bylaws and amendments, minute books
and resolutions including shareholder and board minutes, and significant records
that document the Company's past, its development, significant events, and key
players, annual reports, voting records, share ledgers, share transfers,
shareholder listings and other records used to identify active shareholders and
dividends paid to them. See Mergers & Acquisitions for acquisition files. See
Audit for records related to
Global Retention Period
Permanent
Record Citations
LEG-0300
Contracts & Agreements
Record Business Function
Corporate Organization, Legal & Compliance
Record Code
LEG-0200
Record Category Description
Records related to obligations and/or rights under contracts, leases and other
agreements not covered elsewhere, including suppliers, customers, contractors,
government entities, inter-corporate relations, and sponsored athletes.
Record Examples
Includes agreements relating to purchase, sale, service, production, licensing,
royalty, distribution, sponsorship, agency, equipment, maintenance,
construction, property improvement, non-competition, confidentiality,
advertising, loan, indemnity, lease, as well as breach of contract
notifications, releases, powers of attorney, contract management and
administration records, vendor contracts, government contracts, confidentiality
and non-disclosure agreements, trade secret agreements, independen
Global Retention Period
10 years
Record Citations
LEG-0200
Mergers & Acquisitions
Record Business Function
Corporate Organization, Legal & Compliance
Record Code
LEG-1000
Record Category Description
Records related to the purchase, sale, merger, reorganization or divestment of
corporate entities, business units.
Record Examples
Includes transactional agreements and documentation such as certifications,
reports and related supporting documentation. See Legal Projects; Policies &
Procedures for due diligence regarding transactions not completed.
Global Retention Period
10 years
Record Citations
LEG-1000
Responsible Supply Chain Management
Record Business Function
Corporate Organization, Legal & Compliance
Record Code
LEG-1200
Record Category Description
Records related to supply chain compliance management and due diligence.
Record Examples
Includes supply chain compliance assessments, inspections, and ratings of
facilities conducted by internal and external parties, including investigations,
unannounced assessments and remediation activities; proprietary brands and
licensee documentation related to compliance and public sustainability targets;
internal compliance policies, rules and findings related to code of conduct and
code leadership standards; documentation related to onboarding, maintenance and
divestiture of facilities, inc
Global Retention Period
Permanent
Record Citations
LEG-1200
Books & Ledgers, Treasury, Banking
Record Business Function
Accounting, Finance & Tax
Record Code
FIN-0200
Record Category Description
Records related to treasury, asset management, banking, credit and collections.
Record Examples
Includes management control reporting, general ledger that summarizes all
corporate accounts and trial balances, the transfer of charges between accounts
and summaries of account information, journals and posting and control media,
accounts payable journal entries, A/R journal entries, adjustments, journal
vouchers, banking records/reports, reconciliations, bank statements, authorized
signatures, working papers, bank masters, lock box records, cash management,
treasury books and ledgers, capital
Global Retention Period
10 years
Record Citations
FIN-0200
Accounting Transactions
Record Business Function
Accounting, Finance & Tax
Record Code
FIN-0100
Record Category Description
Records related to accounts payable (AP) and accounts receivable (AR), cost
accounting and inventory valuation
Record Examples
Includes accounts payable ledger, vendor payment transaction (history) files,
purchase orders, commercial invoices and statements, bills of sale,
transactional point-of-sale records, inter-account transfers, accounts
receivable invoices, ledgers and cash receipts, petty cash receipts, check
requests, vendor invoices, calculation spreadsheets, disbursements, invoices
including outside counsel invoices, billings, customer guaranty-related
accounting records, credit notes, receivables, statements,
Global Retention Period
10 years
Record Citations
FIN-0100
Investigations: Security and Forensics
Record Business Function
Corporate Organization, Legal & Compliance
Record Code
LEG-0600
Record Category Description
Records related to internal and external investigations including investigation
reports, casework, notes and associated correspondence, records documenting
action taken and resolution.
Record Examples
Includes requests for information, investigations by competition and data
privacy authorities, investigation of incidents involving or related to Company
employees, contractors, or property, theft, fraud, and corruption, employee
misconduct cases, violent crime investigations, harassment investigations, IT/IS
security investigations, other government and regulatory matters. See Audit for
records related to internal an external financial and operational audits. See
Legal Projects; Policies & Pr
Global Retention Period
3 years
Record Citations
LEG-0600
Financial Statements
Record Business Function
Accounting, Finance & Tax
Record Code
FIN-0500
Record Category Description
Records related to financial statements, reports and background information.
Record Examples
Includes annual reports and financial statements.
Global Retention Period
10 years
Record Citations
FIN-0500
Intellectual Property, R&D
Record Business Function
Corporate Organization, Legal & Compliance
Record Code
LEG-0500
Record Category Description
Records related to the generation and maintenance of intellectual property such
as patents, copyrights and trademarks (including Company logos), trade secrets
and mask works.
Record Examples
Includes invention disclosures and assignment forms, patent and trademark
applications, letters pertaining to patents and copyrights, copyright
registrations, issued patents, trademark searches, trademark and service marks,
registered trademarks, and related correspondence with inventors, legal
representatives, and governmental agencies, abandoned patent and trademark
applications, patent and other intellectual property searches/studies on
patentability, competitive landscape, state of the art,
Global Retention Period
Permanent
Record Citations
LEG-0500
Budgets, Business Planning & Internal Management Reporting
Record Business Function
Accounting, Finance & Tax
Record Code
FIN-0300
Record Category Description
Records related to future planning and forecasting for internal purposes
including internal financial and management reporting, budgets and financial
forecasts, accounting and financial management reporting.
Record Examples
Includes department budgets and related work sheets, bank projections, budget
analysis data, work papers, and capital/operating budgets and forecasts,
objectives and targets including regional and site annual operating commitment
(AOC) and site target trackers, census and other government surveys, strategic
plans, annual business plans, five- and ten-year strategic plans and forecasts,
facility requirements, growth forecasts.
Global Retention Period
10 years
Record Citations
FIN-0300
Unclaimed Property
Record Business Function
Corporate Organization, Legal & Compliance
Record Code
LEG-0450
Record Category Description
Records related to unclaimed property.
Record Examples
Includes escheat and unclaimed property compliance and reporting
Global Retention Period
20 years
Record Citations
LEG-0450
Real Estate
Record Business Function
Corporate Organization, Legal & Compliance
Record Code
LEG-1100
Record Category Description
Records related to the ownership and valuation of real property that also may be
used to evaluate real estate acquisitions or establish insurance limits.
Record Examples
Includes proof of ownership and access rights to real property, real estate
purchase and sale agreements, deeds/transfers, title records, easements and
environmental reports, real property surveys, chain of title reports, fixed
asset reports, mortgages, proof of ownership and access rights to real property.
See Contracts & Agreements for records related to obligations and/or rights
under lease agreements. See Facilities Management for records related to Company
facilities management/administra
Global Retention Period
Permanent
Record Citations
LEG-1100
External Financing
Record Business Function
Accounting, Finance & Tax
Record Code
FIN-0400
Record Category Description
Records related to corporate financing, investment management.
Record Examples
Includes financing documents, credit agreements, loan agreements, commitments
credit facility records, IPO records, debt offerings, bonds, debenture ledgers,
sinking funds, lender reports, and letters of credit.
Global Retention Period
10 years
Record Citations
FIN-0400
Licenses & Permits
Record Business Function
Corporate Organization, Legal & Compliance
Record Code
LEG-0800
Record Category Description
Records related to licenses, permits, registrations and certifications obtained
from government and other agencies in order to perform certain tasks or
operations.
Record Examples
Includes import and export licenses, business licenses and permits, operating
permits, construction applications and permits, building permits, zoning
permits, vehicle registrations and licenses, and environmental and waste
licensing/permits, and aviation related permits including landing and overflight
permits. See Contracts & Agreements for licensing and distribution agreements
including production and royalty data. See Government Relations, Communications
& Regulatory Compliance Reporting f
Global Retention Period
10 years
Record Citations
LEG-0800
Tax
Record Business Function
Accounting, Finance & Tax
Record Code
FIN-0600
Record Category Description
Records related to tax and taxation, internal tax planning and forecasting,
balancing tax documentation, taxes payable and the taxes paid, withheld and
reported, for all types and levels of tax and taxation including income tax,
corporate tax, property tax, sales and use tax, goods and services tax (GST),
excise tax, and value-added tax (VAT).
Record Examples
Includes tax returns and records of refunds, including source documents, all
work papers for tax and annual report filings, general ledgers based on
outstanding audit years, records of appeal, tax bills, receipts and statements,
tax assessments, source documents, audits reports and appeals, tax settlement
agreements, details of records requested, planning records and supporting
documentation, income tax exemption and interest income, remittance forms for
source deduction summaries and statements
Global Retention Period
10 years
Record Citations
FIN-0600
Audit
Record Business Function
Corporate Organization, Legal & Compliance
Record Code
LEG-0100
Record Category Description
Records related to the internal and external financial and operational audits of
Company and its business units.
Record Examples
Includes records related to the review and evaluation to ensure compliance with
internal and external standards and requirements, annual audited financial
statements, audit work paper packages including analyses and memoranda, audit
communications, preliminary and final audit reports, and management responses.
See Tax for tax audit work papers, reports and appeals. See Environmental
Assessment; Employee & Workplace Monitoring & Assessment for safety audit
reports and environmental audits. See
Global Retention Period
10 years
Record Citations
LEG-0100
Litigation & Claims
Record Business Function
Corporate Organization, Legal & Compliance
Record Code
LEG-0900
Record Category Description
Records related to threatened or asserted litigation for a range of issues
including employment, commercial, intellectual property, brand protection,
product protection and control, insurance, and product liability.
Record Examples
Includes litigation files including correspondence, letters identifying
liability of Company and supporting data, pleadings, depositions, discovery,
responses, documents related to third party disputes or governmental litigation,
court orders, protective orders, subpoenas, grievance-related records and other
regulatory charges such as unfair employment practices. See Investigations:
Security and Forensics for records related to internal and external
investigations including investigations of fr
Global Retention Period
10 years
Record Citations
LEG-0900
Legal Projects; Policies & Procedures
Record Business Function
Corporate Organization, Legal & Compliance
Record Code
LEG-0700
Record Category Description
Records related to legal advice including research and analyses on specific
legal topics or issues, legal projects, precedents, procedures and opinions, and
general legal research on various subjects.
Record Examples
Includes corporate policies, history and original approved policies, engagement
letters, powers of attorney, legal memoranda and opinions, requests for
departure from records retention policy, subjects such as employee matters,
building or land leases and acquisitions, right to use opinions, validity
opinions, infringement opinions, due diligence for transactions not completed.
See Mergers & Acquisitions for due diligence for completed transactions. See
Government Relations, Communications & R
Global Retention Period
10 years
Record Citations
LEG-0700
Government Relations, Communications & Regulatory Compliance Reporting
Record Business Function
Corporate Organization, Legal & Compliance
Record Code
LEG-0400
Record Category Description
Records related to governmental communications and records created, retained,
managed, and/or submitted to government, regulatory or enforcement agencies in
order to comply with applicable regulatory requirements.
Record Examples
Includes regulatory compliance records and reports to regulatory agencies,
lobbying and fundraising records, political issue records, communications and
interactions with politicians, legislators, government/public officials and
employees, internal compliance policies and rules including code of conduct and
related investigations, records related to anti-bribery and anti-corruption
compliance programs, policies and reporting including gifts and hospitality
(e.g., FCPA, UK Bribery Act, etc.), se
Global Retention Period
10 years
Record Citations
LEG-0400


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