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Date: | Thu, 27 Mar 2014 15:45:30 -0400 |
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External vendor:
Our HR group uses an external vendor to run the payroll. This external
vendor creates and manages records on HR's behalf. In this case HR has
stated in their contract with the vendor the retention period of the
records that the vendor has to keep. Hopefully this includes identifying
what the records are. Should these records be kept on HR's schedule or
should it be on the Vendor's schedule?
>>
Affected records should be on your HR's schedule as Payroll Records (with
more specific breakdowns according to what type of schedule you have -
departmental, functional, or big buckets). It should be on the vendor's
schedule as "Client Data." It would be part of your procurement process to
ensure the vendor's retention of Client Data matches yours for Payroll
Records.
<<
Internal third party:
This is a little harder to describe. Business unit A has business unit B
handle a certain part of their process. Let's use contracts as an
example. Business unit A, the procurement department, "contracts" with
business unit B to scan and store the contracts for them. The owner of
these contracts is clearly procurement, but business unit B manages the
record for them. Whose schedule should it be on?
>>
In a Functional Schedule this would not be an issue. In a departmental
schedule, I would put it on Procurement's Schedule.
Gary Link
Pittsburgh, PA
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