Neiman Marcus 2008 Annual Report Download - page 670

SCHEDULE 4.4(f)
Document Retention Policy
Beginning as of the Effective Date, NMG shall comply with the following document retention policy:
Title Description Retention
Regulatory Complaints Complaint resolutions resulting from complaints to any regulatory
agency.
[***]
Customer Application &
Agreement Forms
Samples of forms used for customers applying for credit. Forms
include two parts: 1) Application form and 2) cardholder agreement
and disclosures
[***]
General Customer
Correspondence
Retention of customer correspondence that is currently required in
writing, including name changes, FTC dispute letters, bankruptcy
filings and deceased notifications. Other customer correspondence
including address changes, credit limit change requests and financial
adjustment requests are not retained since these requests can be
accepted verbally today.
[***]
Sales Slips (Signature Slips) Signature slips that show the transaction total, tender information and
customer signature but not the transaction detail.
[***]
GI.B Privacy Opt Outs Opt-out code will be retained on-line for [***] months and opt-out
reply notices will be retained on paper for [***] months
[***] Months (on-line
opt-out code) and [***]
Months (opt-out reply
notices)
Completed Approved
Applications
All new applications that are signed by the applicant 60 Months
Customer Inquiry Decline
Reason Response
After applicant receives initial new account decline letter, decline
reason response generally handled via phone but follow-up letters
mailed explaining specifics are not retained although noted on the
application on-line for [***] months. Existing cardholders inquiry as
to a declined authorization is also handled verbally in most cases with
follow-up letters, if necessary, not retained although noted on the
account.
[***] Months for new
account declined
application signed by
applicants, [***] Months
for other customer
inquiry decline reason
responses
Adverse Action Letters On-line letter code notations on the declined application or existing
account that had a declined sale, declined application or their account
closed, and the template of the adverse action letter.
[***] Months
Approvals - Credit Line Increase
Request
The date implemented and the revised credit guideline is retained on-
line
[***] Months
Overlimit Report Retained on-line through current SystemWare RDS platform but not
stored on paper
[***] Months