SCHEDULE OF RECORDS AND PERIODS OF RETENTION Description CORPORATE AND GENERAL Retention period 1. Capital stock records: (a) Capital stock ledgers or other records showing the same 6 years after the stockholder's account is information. closed. ' (b) Capital stock subscription accounts, warrants, requests 2 years after settlement. for allotments and other essential papers related thereto. (c) Stubs or similar records of capital stock certificate issu- 6 years after cancellation of certificate. If ance where not used as capital stock ledger record. this record serves the purpose of a capital stock ledger, subsection 1(a) is applicable. (d) Stock transfer registers or sheets or similar records. (e) Papers pertaining to or supporting transfers of capital stock: 6 years after last entry on page or sheet of record. (1) Papers that are recorded officially in a court or in the Destroy at option or return to stockholder. office of some other public recording authority; and other papers presented by any bank or trust company requesting transfers in its capacity as a fiduciary and miscellaneous papers. (f) Canceled capital stock certificates where not used as cap- 6 years after cancellation of certificate. If ital stock ledger records. (g) Change of address notices of stockholders..... this record serves the purpose of a capital stock ledger, subsection 1(a) is applicable. Destroy at option after changes are recorded. (h) Bonds of indemnity and affidavits covering issuances of 6 years after expiration of bonds. stock certificates to replace lost certificates. (i) Letters, notices, reports, statements and other communi cations distributed to all stockholders of a particular class: (1) Formal communications addressed to all stockholders Life of corporation. of a particular class, including annual reports to stock- (2) Interim reports of operations, speeches of corporate of- 6 years after the date thereof. (b) Bond and debenture subscription accounts, warrants, 3 years after settlement. subscription notices, requests for allotment and essential papers related thereto. (c) Stubs or similar records of bond and debenture certifi- 3 years after redemption. cates issued. (d) Papers pertaining to or supporting transfers of regis tered bonds and debentures: See footnotes at end of table. (e) Records of bond and debenture interest coupons paid Destroy at option. ' and unpaid. (f) Canceled bonds and debentures and paid interest cou pons pertaining thereto. Do.' (g) Trust indentures, loan agreements or other contracts or 6 years after redemption. (h) Copies of reports, statements, letters or memoranda 6 years after redemption. (Destroy at option provided that the trustee(s) under such indenture or security instrument is a National Bank, a member of the Federal Reserve System or a subsidiary of any such National Bank or Federal Reserve System member bank; and provided further that the trustee(s) has certified to the company that copies of all such documents will be available in the offices of the trustee(s) for inspection at any time prior to redemption by holders of debt securities to which such documents relate and for inspection by any Federal or State regulatory authority prior to redemption and for an additional period of 6 years after redemption.) (i) Paid or canceled debt securities evidencing temporary 3 years after payment or cancellation, proborrowings. (j) Paid interest checks... 5. Filings with and authorizations by regulatory agencies: (a) Authorizations from regulatory bodies for issuance of se curities: vided other records of issuance and payment or cancellation are maintained. 6 years. (1) Copies of applications to regulatory bodies for authori- 25 years or until all securities covered are ty to issue stocks, bonds, and other securities, includretired, whichever is shorter. ing copies of exhibits in support of such applications. (2) Official copies of opinions and orders of regulatory Until securities covered are retired. bodies granting authority to issue securities. (3) Reports filed with regulatory bodies in compliance with authorizations to issue securities. (Reports of sales of securities of application of proceeds, etc.) File copies of such reports and supporting papers. (b) Copies of registration statements and other data filed with the Securities and Exchange Commission: Do. (1) In connection with offerings of securities for sale to 25 years or until all securities covered are the public, or the listing of securities on exchanges, in- retired, whichever is shorter.⚫ cluding supporting papers. (2) Copies of periodic reports and supporting papers filed 25 years. in compliance with either the Securities Act of 1933 or the Securities Exchange Act of 1934. 6. Organizational documents: (a) Minute books of stockholders', directors', and directors' Life of corporation. committee meetings. (b) Titles, franchises, and licenses: (1) Deeds and other title papers (including abstracts of 6 years after property is disposed of unless title and supporting data). surrendered to transferee. (2) Corporate charters or certificates of incorporation......... Life of corporation. (3) Franchises and certificates authorizing operations as a public utility. See footnotes at end of table. Do. SCHEDULE OF RECORDS AND PERIODS OF RETENTION-Continued Description Retention period CORPORATE AND GENERAL-continued (4) Licenses (including amendments thereof) granted by 25 years after plant is retired or expiration Federal or State authorities for construction and oper ation of utility plant. of license, whichever is shorter. (5) Copies of formal orders of regulatory commissions Life of corporation. served upon the utility. (c) Permits: (1) Permits and granted applications for the use of facili- 6 years after expiration or cancellation. ties of others. (2) Copies of permits and applications granted others for the use of the utility's facilities. Do. (3) Applications for the use of facilities not granted and Destroy at option. copies of such applications. (4) Permits of a temporary nature from municipalities or others to perform specific work, such as permits to open streets. (d) Organization diagrams and charts. 7. Contracts and agreements (except contracts provided for elsewhere): Do. Destroy at option after expiration or supersession. (a) Service contracts, such as for management, accounting 6 years after expiration or cancellation. See and financial services. § 225.2(j). (b) Contracts with other utilities or other persons for the 6 years after expiration or cancellation. purchase, sale or interchange of product, or for advance payments for gas. (f) Contracts or agreements for the acquisition or disposal 25 years after disposal. of investments (excluding temporary cash investments). (g) Memoranda essential to clarifying or explaining provi- For the same periods as contracts to which sions of contracts listed above. (h) Card or book records of contracts, leases, and agreements made, showing dates of expirations and of renewals, memoranda of receipts, and payments under such contracts, etc.. 8. Accountants' and auditors' reports: they relate. Do. audit, whichever comes last. (a) Reports of examinations and audits by accountants and 7 years after date of report or Commission auditors not in the regular employ of the utility (such as reports of public accounting firms and regulatory commission accountants). (b) Internal audit reports and work papers AUTOMATIC DATA PROCESSING 9. Automatic data processing records. (Retain original source data used as input for data processing and data processing report printouts for the applicable periods prescribed elsewhere in the schedule.): Do. (a) Punched cards, tapes or similar media used as intermedi- Destroy at option. ate records or steps in data processing for assembling data to be posted to the records of the company or used in a report or study. (b) Program documentation and revisions thereto................... Retain as long as it represents an active viable program or for periods prescribed for related output data, whichever is shorter. GENERAL ACCOUNTING RECORDS 10. General and subsidiary ledgers: (a)(1) General ledgers. See footnotes at end of table. 50 years. Do. Retention period (2) Indexes to subsidiary ledgers except ledgers provided for elsewhere. (c) Trial balance sheets of general and subsidiary ledgers...... 2 years. 11. Journals: General and subsidiary 12. Journal vouchers and journal entries including supporting detail: (a) Journal vouchers and journal entries...... (b) Analyses, summarizations, distributions, and other computations which support journal vouchers and journal entries: (1) Charging plant accounts.. (2) Charging all other accounts. (c) Schedules for recurring journal entries (d) Lists of standard journal entry numbers. 13. Cash books: (a) General and subsidiary or auxiliary books 14. Voucher registers: 50 years. Do. 6 years. See Section 225.2(j). Destroy when superseded. Do. 10 years after close of fiscal year. See Subsection 12(a). (a) Voucher registers or similar records when used as a 6 years. See Section 225.2(j). source document. (e) Lists of unaudited bills (accounts payable), lists of Destroy at option. vouchers transmitted and memoranda regarding changes in unaudited bills. (f) Voucher indexes. 16. Accounts receivable (see Subsections 53 and 54 for ac Do. counts with customers for utility service and for merchandise sales): (a) Records of accounts receivable pertaining to sales of util- 3 years after settlement. ity plant. (b) Record or register of accounts receivable and indexes (d) Periodic statements of unsettled accounts, except trial Destroy at option. balances. (e) Schedule of invoices to be issued. 17. Records of securities owned: Do. (a) Records of securities owned, in treasury, or with custo- 6 years after disposal of the investment. dians (excluding temporary investments of cash). 18. Payroll records: (a) Payroll sheets or registers of payments of salaries and 6 years. wages. (b) Records showing the distribution of salaries and wages 6 years. See subsection 12(b). paid and summaries or recapitulation statements of such distribution. (c) Time tickets, time sheets, time books, time cards, workmen's reports and other records showing hours worked, description of work and accounts to be charged: (1) When used as a basis for payment of salaries and wages supporting records described in subsection 18(a). Destroy at option if the basic information contained therein is transferred to other records. (2) When used solely as basis for supporting records de- Destroy at option. scribed in subsection 18(b). (d) Paid checks, receipts for wages paid in cash and other 3 years. evidences of payments for services rendered by employ ees. See footnotes at end of table. (g) Payroll authorizations and records of authorized posi- Destroy at option. tions. (h) Records of deductions from payrolls. (i) Comparative or analytical statements of payrolls (j) Employee's individual earnings record... 19. Assignments, attachments, and garnishments: 3 years. 6 years after termination of employment. (a) Record of assignments, attachments, and garnishments Destroy at option. of employees' salaries, including files of notices, etc., pertaining thereto. (b) Minors' salary releases Do. INSURANCE 20. Insurance records: (a) Records of insurance policies in force, showing coverage, Destroy at option after expiration of such premiums paid and expiration dates. policies. (c) Records of amounts recovered from insurance companies 6 years. See section 225.2(j). in connection with losses and of claims against insurance companies, including reports of losses and supporting papers. (d) Inspectors' reports and records of condition of property.. Destroy when superseded. (e) Insurance maps of property and structures erected thereon. Do. (f) Records and statements relating to insurance require- Destroy at option. ments. 21. Injuries and damages: (a) Claim registers, card or book indexes and similar records 2 years after settlement. in connection with claims presented against the compa ny in connection with accidents resulting in damage to the property of others or personal injuries. (b) Papers, reports, statements of witnesses, etc., necessary to the support or rejection of individual claims against the company. Do. (c) Other papers, reports or statements, pertaining to acci- Destroy at option. dents, resulting in property damages or personal inju ries, not necessary to the support or rejection of claims. (d) Detailed schedules or spread sheets of payments to 2 years after settlement. others for personal injuries or for property damages. (f) Recording instrument charts such as pressure (static 1 year, except where the basic chart inforand/or differential), temperature specific gravity, heating value, etc. mation is transferred to another record, the charts need only be retained 6 months provided the record containing the basic data is retained one year 30-039 07823 |