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(Outside of the United States, contact your local Finance or Law Department)
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I. PURPOSE
PepsiCo, Inc. and its subsidiaries and divisions (collectively, the Company or
PepsiCo) have adopted this Records Management Policy to achieve a consistent,
organized and effective approach to managing Company records from creation through
active use, storage, and disposal. This policy applies to all Company operations in the
United States and applies to all records, both hard copy and electronic, as defined below.
This policy supersedes all existing records management policies in the United States.
The purpose of this policy is to ensure efficient and effective operation of the business,
comply with regulatory recordkeeping requirements, preserve confidentiality of
Company information, maintain a manageable volume of well-organized records,
mitigate the risk of the mistaken use of outdated records, and minimize storage and other
costs associated with the retention of unnecessary records.
Consistent with these objectives, it is the Companys policy that records be retained for as
long as (and only as long as) necessary to satisfy federal, state and local laws and
regulations, financial and audit requirements, and legitimate business purposes.
All employees of the Company are charged with the personal responsibility of complying
with this policy. Employees who retain consultants should ensure that such consultants
agree to adhere to the policy to the extent that they maintain and/or create Company
records.
II. POLICY
1. You are required to maintain records in accordance with the Records Retention
Schedule for your division, organization or function. Contact your Records Manager (see
attached chart) for the applicable Records Retention Schedule. Records not listed in the
Records Retention Schedule should only be retained as long as needed for a legitimate
business purpose, unless subject to a Records Hold (see Section II-B and VII-E below).
In general, records not listed in the Records Retention Schedule should only be retained
for a maximum of one year.
4. Records that do not need to be retained under the Records Retention Schedule
or for legitimate business purposes may still need to be retained for litigation,
government investigation, or similar purposes. The Company will implement a Records
Hold for any such records as described below in Section II-B and VII-E.
5. At the end of a records retention period, you should dispose of the record,
unless the record is subject to a Records Hold.
a. You have been advised by the Company that records have been sought, or will
imminently be sought, in a pending litigation or government proceeding.
b. You have been advised by the Company that the Company expects records will
be sought in a pending or anticipated litigation or government proceeding.
c. You are personally aware that records have been or likely will be sought in a
pending or anticipated litigation or government proceeding.
III. ADMINISTRATION
A. Records that are no longer in use on a regular basis, but must still be
maintained for the remainder of their Records Retention Period, may be sent offsite. The
Records Manager will arrange for records to be archived at an offsite storage facility on a
regular basis.
V. ELECTRONIC MEDIA
E-mail records that need to be preserved for periods longer than ninety (90) days for
regulatory, legal, fiscal or business purposes should be saved in electronic storage media
approved by PBSG, such as CD-Roms, or printed out and preserved as paper records. If
you are required to retain e-mails pursuant to a Records Hold, the Law Department and
PBSG will advise you as to the appropriate storage media and process.
B. With direction from the Law Department, PBSG will ensure that
electronic records other than e-mail requiring long retention periods are archived in a
format that is capable of being processed to a transaction level of detail and that has long
life spans, such as magnetic media, CD, or other electronic storage media.