The Sales Manager and the Marketing Manager should maintain a Sales-Marketing Record List Template, which should be a complete list of Sales and Marketing records. AD1010-1 SALES/MARKETING RECORDS LIST, whether in hard copy or electronic form, should contain the following information on each record, at a minimum:
- A unique identifier (e.g., sequentially numbered ID);
- A description of the record;
- The location of the record;
- Minimum retention time; and
- Directions for record disposition.
Sales and Marketing records should be retained for no less than the period of time required by applicable statutes, regulations, and/or contractual requirements. Unless otherwise indicated, those records should be disposed after their minimum retention time is attained. Sales and Marketing Managers should periodically (annually, at a minimum) oversee a review (or perform an audit) of their respective departments’ records in accordance with the company-approved audit procedure, to ensure that records are accurate, up-to-date, and located where they are supposed to be, according to the Sales/Marketing Record List.