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9. Transmitter, stationary or mobile. property, such as purchase, consolida
10. Wire, cable, supports and duct tion, merger, etc. lines.
(2) The regulations in this part shall (For applicable retirement units of not be construed as excusing compliproperty see Account 307, Group D.) ance with any other lawful require
ment for the preservation of records 398 Miscellaneous Equipment.
for periods longer than those preEach principal item of equipment if scribed herein. includible in this account.
(3) Unless otherwise specified in the 399 Other Tangible Equipment.
schedule (225.3), duplicate copies of
records may be destroyed at any time: Units to be assigned as items of Provided, however, that such dupliproperty are included herein.
cate copies contain no significant in
formation not shown on the originals. PART 225—PRESERVATION OF REC
(4) Records other than those listed ORDS OF NATURAL GAS COMPA
in the schedule may be destroyed at NIES
the option of the natural gas compa
ny: Provided, however, That records Sec.
which are used in lieu of those listed 225.1 Promulgation.
shall be preserved for the periods pre225.2 General instructions.
scribed for the records used for sub225.3 Schedule of records and periods of retention.
stantially similar purposes. And, pro
vided further, That retention of recAUTHORITY: Secs. 8, 10, 16, 52 Stat. 825, ords pertaining to added services, 826, 830; 15 U.S.C. 717g, 7171, 7170.
functions, plant, etc., the establish
ment of which cannot be presently SOURCE: Order 450, 37 FR 6304, Mar. 28, 1972, unless otherwise noted.
foreseen, shall conform to the princi
ples embodied herein. $ 225.1 Promulgation.
(5) Notwithstanding the provisions
of the Records Retention Schedule, (a) This part is prescribed and pro- the Commission may, upon the remulgated as the regulations governing quest of the company, authorize a the preservation of records by natural
shorter period of retention for any gas companies subject to the jurisdic
record listed therein upon a showing tion of the Commission, to the extent
by the company that preservation of and in the manner set forth therein;
such record for a longer period is not (b) This part shall, as to all natural
necessary or appropriate in the public gas companies now subject to the ju
interest or for the protection of invesrisdiction of the Commission, become
tors or consumers. effective as herein revised on January 1, 1972. As to any natural gas company
(b) Designation of supervisory offi
cial. Each natural gas company subwhich may hereafter become subject to the jurisdiction of the Commission,
ject to the regulations in this part this part shall become effective as of
shall designate one or more persons the date when such natural gas com
with official responsibility to supervise pany becomes subject to the jurisdic
the natural gas company's program tion of the Commission.
for preservation and the authorized
destruction of its records. $ 225.2 General instructions.
(c) Protection and storage of records.
The natural gas company shall pro(a) Scope of this part. (1) The regula vide reasonable protection for records tions in this part apply to all books of subject to the regulations in this part account and other records prepared by from damage by fires, floods, and or on behalf of the natural gas compa other hazards and, in the selection of ny. See subsection 64 of the schedule storage spaces, safeguard the records for those records which come into pos from unnecessary exposure to deteriosession of the natural gas company in ration from excessive humidity, dry. connection with the acquisition of ness, or lack of proper ventilation.
(d) Definition of record media. (1) For the purpose of these regulations, the data constituting the records listed in the schedule may be retained in any of the media forms in Figure 1 below, provided that the media selected has a standard life expectancy equal to or in excess of the specified retention period. However, records supporting plant cost shall be retained in their original form unless microfilmed. (See general instruction (j), for periods of retention.) In no instance, except in emergencies, will media regeneration to achieve the full length of period retention be allowed without Commission approval of the request of the company. In emergency cases management shall take action as prudence calls for and notify the Commission immediately thereafter
(2) If the media form of the record retained is other than a readable paper copy, then reader and/or printer equipment and related printout programs, if required, shall be provided by the utility for data reference.
(3) The media form initially selected for the record becomes the "original" for that particular record. If subsequent conditions (e.g., improved media life expectancy, increased company resources, environmental factors) require and the remaining retention period permits a change in the media forms the company may convert to another media and dispose of its old equipment, provided the certification processes described in paragraph (e) of this section are observed and data referencing capability is maintained.
Magnetic 5 years...... Assumes storage in a (including
controlled environment video
with a temperature tape)..
and humidity range of 60°-80°F. and 40-60%. respectively. (Ref. Instruction (g) for specific storage
conditions.) Punched... Archival For each record, tape
perma media (paper, mylar, nency. metallic base) should
be selected with a life expectancy equal to or greater than the retention period specified for that
Microforms: a. Microfilm
do.......... Assumes storage in a
1970.) b. Metallic do.......... Same storage conditions recording
as for microfilm. data strips.
(e) Microform and tape certification. (1) As the initial recording media
(i) Each microform record shall contain, at the beginning, a microform introduction stating the title of the record series, the date prepared, the name of the official responsible for validating or confirming the data contained therein. Each microform record series shall be closed with a clear and standard microform notation indicating the completion of the series and the date.
(ii) If after validation, supplemental data and/or corrections (i.e., resulting from computer programing) are required, said microform may be produced separately or as a part of the
series rerun, but shall be affixed to the original microform certificate as described in subparagraph (1)(i) of this paragraph.
(iii) Each tape record series shall be externally labeled and shall include, as a basic part of the program, at the beginning of that series an introduction stating the record series title, date prepared, the name of the official responsible for validating or confirming the data contained therein and an index where appropriate. Each record series shall be closed with a clear and standard notation indicating the completion of that series and the date.
(2) Conversion from other media
(i) Each microform record series shall include, as an integral part, a certificate(s) stating that the microforms are direct and facsimile reproductions of the original records and that they have been made in accordance with prescribed instructions. Such certificate(s) shall be executed by a person(s) having personal knowledge of the facts covered thereby.
(ii) Each microform record series shall commence and end with a statement as to the nature and arrangement of the records reproduced, and the date. Rolls of film shall not be cut. Supplemental or retaken film, whether of misplaced or omitted documents or of portions of microform found to be defective, shall be attached to the beginning of the microform record series and in such an event, the aforementioned certificate shall cover the supplemental or retaken film and shall state the reasons for the subsequent action.
(iii) If, in accordance with the provisions of paragraph (f) of this section, the natural gas company elects to convert records to the tape media, the same certification provision specified in paragraph (e)(1)(iii) of this section must be provided in the conversion program.
(f) Change of media for existing records. Those records prepared and maintained under previous regulations in a paper media and whose remaining retention period falls within the life expectancy range of any of the media detailed in Figure 1, may be converted to that media at the natural gas com
pany's option, provided the applicable certification processes described in paragraph (e) of this section are observed and an audit referencing capability maintained.
(g) Media. (1) All records created or maintained in a media and a format other than readable entries on paper shall:
(i) Be prepared, arranged, classified, identified, and indexed as to permit the subsequent location, examination, and reproduction of the record to a readable media;
(ii) Be stored in such a manner as to provide reasonable protection from hazards such as fire, flood, theft, etc.; and maintained in a controlled envi. ronment;
(iii) Be regenerated, including proper certification, when damaged. (Also see § 225.2(d)(1).)
(2) The company shall be prepared to furnish, at its own expense, standard facilities for reading media and shall additionally provide, if the Commission so directs, copies of the record in a readable form.
(3) All film stock shall be of approved operationally-permanentrecord micro-copying type, which meets the current specifications of the National Bureau of Standards.
(h) Destruction of records. The destruction of the records permitted to be destroyed under the provisions of the regulations in this part may be performed in any manner elected by the natural gas company concerned. Precautions should be taken, however, to macerate or otherwise destroy the legibility of records, the content of which is forbidden by law to be divulged to unauthorized persons.
(i) Premature destruction or loss of records. When records are destroyed or lost before the expiration of the prescribed period of retention, a certified statement listing, as far as may be determined, the records destroyed and describing the circumstances of accidental or other premature destruction or loss shall be filed with the Commission within ninety (90) days from the date of discovery of such destruction.
(j) Schedule of records and periods of retention. The schedule of records, $ 225.3, shows the period of time that
designated records shall be preserved. However, records related to plant shall be retained a minimum of 25 years unless accounting adjustments resulting from reclassification and original cost studies have been approved by the regulatory commission having jurisdiction, and either (1) continuing plant inventory records are maintained, or (2) unitization of construction costs appear in work orders.
(k) Retention periods designated “Destroy at option". Use of the retention period, “Destroy at option,” in the regulations in this part constitutes authorization for such destruction under the conditions specified for the particular types of records, only if such optional destruction is appropri. ate to limited managerial interest in such records and if such optional destruction is not in conflict with other legal retention requirements or usefulness of such records in satisfying pending regulatory actions or directives.
(1) Records of services performed by associated companies. The natural gas company to which the regulations in this part apply shall assure the availability of records of services performed by associated companies for the periods indicated herein, as are necessary, to support the cost of services rendered to it by an associated company.
(m) Index of records. At each office of the natural gas company where records are kept or stored, such records as are herein required to be preserved shall be so arranged, filed and currently indexed that they may be readily identified and made available to representatives of the Commission.
(n) Schedule of notes:
(1) For the purposes of the regulation, a stockholder's account may be treated as a closed account at the time that such stockholder ceases to be a holder of record of the particular class and series of stock of the company and the 6-year retention period prescribed herein shall run from that date. If such person subsequently acquires shares of capital stock of the company and thus again becomes a stockholder of the company, the record of such ac
quisition shall be treated as a new stockholder account.
(2) The terms “bonds" and "debentures," as used in paragraphs (a) through (f) of this section, shall include all debt securities, such as bonds, debentures, or notes other than debt securities which evidence temporary borrowings and which are expected to be repaid out of the proceeds of the sale of longer term securities. Typical of such temporary debt securities as described in 4(i) would be notes issued to banks evidencing temporary working capital and construction loans and gas storage loans.
(3) Canceled bonds and debentures and paid interest coupons pertaining thereto may be destroyed, provided that a certificate of destruction giving full descriptive reference to the documents destroyed shall be made by the person or persons authorized to perform such destruction and shall be retained by the company for the period herein prescribed. The certificate of destruction evidencing the destruction of paid interest coupons pertaining to bonds or debentures need not contain a listing of the bond or debenture serial numbers pertaining to such paid interest coupons. When documents represent debt secured by mortgage, the certificate of destruction shall also be authorized by a representative of the trustee(s) acting in conjunction with the person or persons destroying the documents or shall have the trustee(s) acceptance thereon. The certificate of destruction above described may be destroyed 6 years after the payment and discharge of the bonds or debentures or interest coupons described in such certificate.
(4) If a retention period is prescribed elsewhere in the schedule with respect to any document which is included as an exhibit to any filing retained pursuant to the requirements of this item, the company need retain only one copy of such document in its files provided appropriate cross references are established.
(5) Life or mortality study data for depreciation purposes shall be retained for the life of corporation.
$ 225.3 Schedule of records and periods of
TABLE OF CONTENTS
Corporate and General 1 Capital stock records. 2 Proxies and voting lists. 3 Reports to stockholders. 4 Debt security records. 5 Filings with and authorization by regula
(a) Minute books.
(d) Organization diagrams and charts.
Plant and Depreciation 30 Plant ledgers. 31 Construction work in progress. 32 Retirement work in progress. 33 Summary sheets. 34 Appraisals and valuations. 35 Maps. 36 Engineering records. 37 Contracts and other agreements relat
ing to utility plant. 38 Reclassification of utility plant account
records. 39 Accumulated depreciation and depletion of utility plant account records.
Purchases and stores 40 Procurements. 41 Material ledgers. 42 Materials and supplies received and
issued. 43 Records of sale of scrap and materials
and supplies. 44 Inventories of materials and supplies.
Revenue Accounting and Collecting 45 Customers service applications and con
tracts. 46 Rate schedules. 47 Customer guarantee deposits. 48 Meter reading sheets and records. 49 Maximum demand pressure tempera
ture. 50 Miscellaneous billing data. 51 Revenue summaries. 52 Customers ledgers. 53 Merchandise sales. 54 Collection reports and records. 55 Customers' account adjustments. 56 Uncollectible accounts.
Automatic Data Processing 9 Automatic data processing records.
General Accounting Records 10 General and subsidiary ledgers. 11 Journals. 12 Journal vouchers and entries. 13 Cash books. 14 Voucher register. 15 Vouchers. 16 Accounts receivable. 17 Records of securities owned. 18 Payroll records. 19 Assignments, attachments and garnish
Insurance 20 Insurance records. 21 Injuries and damages.
Operations and Maintenance 22 Production-Gas. 23 Transmission and distribution-Gas. 23.1 Underground storage of natural gas. 24 Customers service. 25 Records of auxiliary and other oper
ations. 26 Maintenance work orders and job
Тах 57 Tax records.
Treasury 58 Statement of funds and deposits. 59 Records of deposits with banks and
others. 60 Records of receipts and disbursements.
Miscellaneous Records 61 Statistics. 62 Budgets and other forecasts. 63 Correspondence. 64 Records of predecessor and former asso
ciates. 65 Reports to Federal and State regulatory
commissions. 66 Copies of advertisements.
Personnel 27 Personnel records. 28 Employees benefit and pension records. 29 Instruction to employees and other.