(2) Other vouchers and expenditure authorizations (c) Receipts for cash paid out. 14. Accounts Receivables and Payables: (b) General accounts receivable or payable, detailed journals (e) Copies of invoices issued by carrier and supporting papers. 15. Uncollectible accounts: do.. 6 years.... 1 year after settlement..... (a) Reports and statements showing age and status of 1 year. (b) Authorizations for writing off accounts receivable..... 16. Records of securities owned: (a) Detailed ledgers and journals, or their equivalents, of (a) Assessments against the air carrier' (1) Copies of schedules and returns to taxing author- (2) Copies of taxing authorities termination reports.. (1) Copies of schedules and returns to taxing author- 19. Accountants' and auditors' reports: (a) Certifications and reports of all examinations and audits 20. Organization tables and charts and internal accounting manuals PROPERTY AND EQUIPMENT AND RELATED RESERVES 50. Detailed journals, vouchers and ledgers or their equivalents, (a) For properties and equipment with unit costs in excess (b) Other properties and equipment.. Contracts and agreements relating to purchase and to sale of properties and equipment: (a) Involving an interest in realty-... (b) Involving purchase or sale of equipment------- 3 years after the related M-3 ME ME 3 years after final settle- ME ME ME ME ME ME (f) Lost ticket memoranda, certification of loss and receipt for refund. g) Airwaybills... Customers' guarantee deposits: (a) Customers' deposit ledgers.. (b) Air travel card authorizations. (c) Receipts for one trip travel orders.... Authorizations, records, reports, registers, and supporting papers a) Charter and interline agreements (except equipment inter- (a) Tariffs, classifications, division sheets, and circulars rela- (b) Tariffs, classifications, division sheets, and circulars in (c) Special or reduced-rate orders and supporting papers, (e) Correspondence and working papers in connection with SCHEDULE OF RECORDS—Continued Category of records PAYROLL AND PERSONNEL EXPENSES Period to be retained Microfilm indicator 200. Payroll sheets, registers, or their equivalents, of salaries and wages paid to individual officers and employees. 201. Records showing the distribution to accounts and jobs of salaries and wages paid to officers and employees for each periodic payroll, and summaries or recapitulation statements of such distribution. 202. Job and cost distribution cards.. 203. Time and attendance cards. 204. Paid checks, receipts for wages paid in cash, and other evidence 205. Payroll authorizations, removal, adjustment notices.. (a) Retirement plan.. (b) Workmen's compensation accident reports...... 3 years....... -----do.. _do--1 year.. 3 years.----- 1 year after termination__ 2 years after supersession__ 6 years... M M-1 ME ME M ------------------- M-3 3 years... Until expiration.... 3 years.. ------------- 1 year 253. Contracts for purchase of materials and supplies... 255. Requisitions for purchase orders.. (a) General inventories of materials and supplies on hand 257. Stores record of materials and supplies received... 258. Stores requisitions.... -328, 26 FR. 4092, May 12, 1961, as amended by ER-380, 28 FR. 4294, May 1, 1963; 406, 29 F.R. 6379, May 15, 1964; ER-440, 30 F.R. 9580, July 31, 1965; ER-511, 32 F.R. 2, Oct. 5, 1967] he retention requirements prescribed his subpart shall be applicable to all ords which were in the custody of any carrier, subject to its provisions, on e 10, 1961, as well as to all records sequently acquired. With respect to ividual records, each retention Hod herein prescribed shall commence on the date when the records are ated or otherwise come into the possion of the air carrier. 440, 80 FR. 9580, July 31, 1965] OTE: The record-retention requirements Eained herein have been approved by the eau of the Budget in acocrdance with Federal Reports Act of 1942. part B-Air Freight Forwarders and International Air Freight Forwarders RCE: The provisions of this Subpart B tained in ER-440, 80 F.R. 9580, July 31, 5. (a) All records and documents must be preserved in their original form for the periods specified in the "Schedule of Records" unless the records and documents are suitably photographed and the microfilm is retained in lieu of the original record for the required retention period, subject to the limitations indicated below. A "Microfilm indicator" has been added to the "Schedule of Records" to show when microfilms may be substituted for retention of the original record. In the absence of an indicator, microfilms may not be substituted for the original records unless a waiver is granted pursuant to § 249.28. (b) An explanation of the symbols used as the microfilm indicators follows: "M" (for Microfilm) indicates that microfilms may be substituted for retention of the original records at any time. "M-1", "M-2", etc., indicates that microfilms may be substituted for retention of the original records only after the original records have been retained in their original form for the number of years corresponding to the numeral. "ME" (for Microfilm and for Expiration) indicates that microfilms may be substituted for retention of the original records only for the period subsequent to the expiration, cancellation, supersedure, or other condition shown in the column for "Retention periods" in the "Schedule of Records." Thus, for item A-3(b) microfilms are not acceptable as a substitute for the contracts until they have expired or have been canceled. At that time microfilms may be substituted for the original contracts for the required 3 years after the expiration or cancellation. (c) To be acceptable in lieu of original records, photographic copies of records must meet the following minimum requirements: (1) Photographic copies shall be no less readily accessible than the original record or document as normally filed or preserved would be, and suitable means or facilities shall be available to locate, identify, read or reproduce such photographic copies. (2) Any significant characteristic, feature, or other attribute of the original record or document, which photography in black and white will not preserve, shall be clearly indicated before photograph is made. (3) The reverse side of printed need not be copied if nothing has added to the printed matter comm all such forms, but an identified men of such form shall be on the film reference. (4) Film used for photograp copies shall be of permanent record meeting in all respects the mini specifications of the National Burea Standards, and all processes re mended by the manufacturer shal observed to protect it from deterior or accidental destruction. (5) Each roll of film shall inclu microfilm of a certificate or certifi stating that the photographs are d and facsimile reproductions of the nal records and that they have made in accordance with prescribed structions. Such certificate or ce cates shall be executed by a perso persons having personal knowledge of facts covered thereby. § 249.24 Supervision of destruction. (a) Immediately upon the effec date of this subpart, each freight warder subject thereto shall appoin officer or other supervisory employe be responsible for the destruction records and documents. Such appo ment shall be by formal corporate a the board of directors or its execu committee. Designation may be m by title only, rather than by name title, and thus obviate the necessity a new resolution or order each tim successor is appointed. An existing pointment in conformity with the cedure indicated herein which was m under prior regulations shall be re nized as being in compliance with regulations herein. (b) If the property of a freight warder subject to this subpart is in hands of a trustee, executor, adminis tor, or assignee, the officer or other ployee to have responsibility for the struction of records and documents s be designated by such trustee, execu administrator, or assignee. (c) It is not required that a copy of resolution or order of appointment filed with the Board. § 249.25 List of records destroyed. (a) The responsible officer or ployee shall maintain a compreh |