The following types of records are held by Bord Bia:
- Financial, accounting and procurement records and information.
- Human Resources, including administration, personnel files, policies and procedures, recruitment, training and development, performance management, etc.
- Various research, by Bord Bia’s Consumer Insight and Innovation team, into the food and drink industry including sectoral and market research reports in Ireland and internationally.
- Client files including those related to Quality Assurance and Origin Green membership.
- Trade events and exhibitions including Bloom, workshops, seminars, conferences, trade missions.
- Journals, leaflets, recipes, brochures related to the marketing and promotion of food and drink.
- Those related to Food Dudes programme, Food Works Entrepreneurship Programme, Exchequer Funding, EU funded programmes, Statutory Levies, etc.
- Administration and management of Bord Bia.
Classes of records held by the Human Resources:
In order to maintain complete and accurate records, to carry out its function effectively and efficiently, to meet statutory requirements and to ensure that best practice and standards are maintained, the HR Section holds records related to the following areas:
- Recruitment and selection;
- HR policies and procedures;
- Leave – annual leave, sick leave, career breaks, etc.;
- Industrial relations issues;
- Pay and pay-related issues;
- Training & development;
- Individual staff members’ personnel files; and,
- Pensioners’ files.
Classes of records held by Corporate Services:
- Board/Committees - agenda/ minutes;
- General correspondence; and,
- Ethics in Public Office Acts 1995 returns.
Classes of records held by Information Communications Technology:
- General administration, policies and procedures
- Software licences and agreements;
- Warranty agreements; and,
- Development and maintenance contracts.
Classes of records held by the Finance, Accounting and Procurement:
- Accounting ledgers and journals;
- Budgets; monthly and annual accounts;
- Payroll and banking records;
- Audit records;
- Debtors and suppliers;
- Purchase orders, invoices, expenses; rents; maintenance; etc;
- VAT, PAYE, PRSI and other taxes; Tax Clearance Certificates;
- Request for tender documents, tender proposals and related correspondence;
- Exchequer funding, statutory levies, EU funded programmes, etc.
- Property leases and correspondence;
- Supplier Contracts.
Classes of records held for Marketing Assistance Programme (MAP) and Step Change Programme (SCP)
The MAP is open to companies with a turnover between €100,000 and €3.5m, while the Step Change Programme (SCP) is open to companies with a turnover between €100,000 and €5m. Classes of records held include:
- Applications received from Irish food and drink businesses for MAP and SCP including relevant and financial information, claims and approvals;
- Grants paid during the financial year are published in the Bord Bia Annual Report.
Classes of records held by Quality Assurance
Quality Assurance standards are developed by a Technical Advisory Committee (TAC) representing various stakeholders including Bord Bia, Teagasc, the Food Safety Authority of Ireland (FSAI), the Department of Agriculture, Food and the Marine, industry (Producers, Farmer Representatives and Processors) and other technical experts. Classes of records held by Quality Assurance Section include:
- Those related to maintenance and development of standards for quality assurance schemes including beef, dairy, eggs, horticulture, lamb, pigmeat, poultry;
- Register / database of the current certified members indicating their membership status;
- Auditing and certification records.
Classes of records related to Bord Bia Talent Development Programmes:
- Records related to participants on the Fellowship Programme, Origin Green Ambassador Programme, Food Export Graduate Programme and the Food Industry Strategic Growth Programme;
- Personnel Files related to course applicants and participants;
- Contracts with educational providers.