Record retention schedule: Commercial Services Management : JISC

HEI-SRL Record Retention Schedule (RRS06 Commercial Services Mgt)

Records life cycle structure study (2002)

Record retention schedule: Commercial Services Management

Contents

6.1 Commercial Services Strategy Development
6.2 Commercial Services Management Planning
6.3 Commercial Services Management Performance Management
6.4 Commercial Services Management Policy Development
6.5 Commercial Services Management Procedures Development
6.6 Commercial Service Proposal Development
6.7 Commercial Service Planning
6.8 Commercial Service Performance Management
6.9 Commercial Service Policy Development
6.10 Commercial Service Procedures Development
6.11 Commercial Service Quality Management
6.12 Commercial Service Promotion
6.13 Commercial Service Delivery
6.14 Commercial Service Customer Relations Management

6.1 Commercial Services Strategy Development

Reference	Description	Retention Period	Citation	Notes
	Records documenting the development and establishment of the institution's commercial services strategy.	Superseded + 5 years	NA	Review for archival value

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6.2 Commercial Services Management Planning

Reference	Description	Retention Period	Citation	Notes
	Records documenting the formulation of plans for the implementation of the institution's commercial services strategy.	Superseded + 5 years	NA	Review for archival value

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6.3 Commercial Services Management Performance Management

Reference	Description	Retention Period	Citation	Notes
	Records containing data on, and analyses of, performance against the plans for the implementation of the institution's commercial services strategy.	Current year + 1 year	NA
	Records containing reports of performance against the plans for the implementation of the institution's commercial services strategy.	Current year + 5 years	NA	Review for archival value
	Records documenting the conduct and results of audits and reviews of the overall management of commercial services, and the responses to the results.	Current year + 5 years	NA	Review for archival value

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6.4 Commercial Services Management Policy Development

Reference	Description	Retention Period	Citation	Notes
	Records documenting the development and establishment of the institution's policies on the overall management and development of commercial services.	Superseded + 5 years	NA	Review for archival value

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6.5 Commercial Services Management Procedures Development

Reference	Description	Retention Period	Citation	Notes
	Records documenting the development of the institution's procedures for the overall management and development of commercial services.	Superseded + 3 years	NA

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6.6 Commercial Service Proposal Development

Reference	Description	Retention Period	Citation	Notes
	Records documenting the development and evaluation of a proposal to set up a commercial service: where a decision is made to proceed.	Life of service + 5 years	NA	Review for archival value
	Records documenting the development and evaluation of a proposal to set up a commercial service: where a decision is made not to proceed.	Last action on proposal + 5 years	NA	Review for archival value

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6.7 Commercial Service Planning

Reference	Description	Retention Period	Citation	Notes
	Records documenting the planning of the operation, management and development of a commercial service.	Current year + 5 years	NA	Review for archival value

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6.8 Commercial Service Performance Management

Reference	Description	Retention Period	Citation	Notes
	Records containing data on, and analyses of, the performance of a commercial service.	Current year + 1 year	NA
	Records containing reports on the performance of a commercial service.	Current year + 5 years	NA	Review for archival value
	Records documenting the conduct and results of audits and reviews of a commercial service, and the responses to the results.	Current year + 5 years	NA	Review for archival value

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6.9 Commercial Service Policy Development

Reference	Description	Retention Period	Citation	Notes
	Records documenting the development and establishment of policies on the operation, management and development of a commercial service.	Superseded + 5 years	NA	Review for archival value

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6.10 Commercial Service Procedures Development

Reference	Description	Retention Period	Citation	Notes
	Records documenting the development of procedures for the operation, management and development of a commercial service.	Superseded + 3 years	NA

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6.11 Commercial Service Quality Management

Reference	Description	Retention Period	Citation	Notes
	Records documenting the development and establishment of service standards for a commercial service.	Superseded + 3 years	NA
	Records containing data on, and analyses of, the quality of service delivered against the established service standards.	Current year + 1 year	NA
	Records containing reports on service quality.	Current year + 3 years	NA	Review for archival value
	Records documenting the conduct and results of independent reviews of service quality, and the responses to the results.	Current year + 5 years	NA	Review for archival value

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6.12 Commercial Service Promotion

Reference	Description	Retention Period	Citation	Notes
	Records documenting the development and assessment of promotional campaigns and materials for a commercial service.	Superseded + 1 year	NA
	Promotional materials	While current	NA	Review for archival value

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6.13 Commercial Service Delivery

Reference	Description	Retention Period	Citation	Notes
	With the exception of the records detailed below, institutions must determine retention requirements for records generated by individual commercial services on a case by case basis, taking account of: - the type of service - the legal and regulatory framework for providing particular types of services - the need to manage personal data on service customers in accordance with the provisions of the Data Protection Act 1998
	Records documenting service proposals for prospective customers: where the proposal is accepted.	Termination of contract + 6 years	1980 c.58	Review for archival value
	Records documenting service proposals for prospective customers: where the proposal is not accepted.	Rejection of proposal + 5 years	NA
	Records documenting service agreements/contracts with customers	Termination of contract + 6 years	1980 c.58	Review for archival value

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6.14 Commercial Service Customer Relations Management

Reference	Description	Retention Period	Citation	Notes
	Records documenting the design and conduct of customer surveys.	Completion of survey + 3 years	NA	Review for archival value
	Results of customer surveys: individual responses	Completion of analysis of survey responses	NA
	Results of customer surveys: summaries and analyses of responses	Completion of survey + 3 years	NA	Review for archival value
	Records documenting unsolicited customer feedback on the service, the internal handling of this feedback and the responses provided.	Last action on feedback + 3 years	NA
	Records documenting customer complaints about the service, the internal handling of these complaints and the responses provided.	Last action on complaint + 6 years	1980 c.58

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