(n) Recording instrument charts such as pressure (static 1 year, except where the basic chart infor and differential), temperature, specific gravity, heating value, etc. 23.1 Underground storage of natural gas: mation is transferred to another record, the charts need only be retained 6 months provided the record containing the basic data is retained 1 year. storage area is abandoned. (a) Well records, reports and logs which includes data relat- 1 year after reservoir, field, or relevant (b) Records containing information relating to reservior gas (d) Records on back pressure tests field data... (e) Records on back pressure test results, gas analysis 24. Customers' service: (a) Reports of inspections of customers' premises (b) Records and reports of customers' service complaints ....... (c) Survey of customers' premises to determine type of service and equipment to be installed. (d) Records of installed customers' appliances. 25. Records of auxiliary and other operations: Records of operations other than utility operations...... 26. Maintenance work orders and job orders: Do. Do. 1 year or until superseded. 2 years. Destroy at option. Do. Retain for same periods as prescribed in these regulations for similar records pertaining to utility operations. SCHEDULE OF RECORDS AND PERIODS OF RETENTION-Continued Description PERSONNEL Retention period 27. Personnel records: (a) Employees' service records, length of service, and other 3 years after termination of employment. pertinent data. (b) Applications for employment, requests for medical ex- Destroy at option. amination, medical examiner's report, photographs and other identification records, and other miscellaneous records pertaining to the hiring of employees. 28. Employees' benefit and pension records: (a) Detailed records showing computations of accruals for 6 years after supersession of the study or pension liabilities. (b) Pension or annuity payrolls (c) Pension paychecks...... (d) Records pertaining to employees' benefit programs.. 29. Instructions to employees and others: report or termination of plan. 6 years. 3 years. (a) Bulletins or memoranda of general instructions issued by 10 years after expiration or supersession. the company to employees pertaining to changes in accounting, engineering, operating, maintenance and construction policies. (b) Bulletins or memoranda of general instructions issued by the company to employees pertaining to accounting, engineering, operating, maintenance and construction methods and procedures. Destroy at option after expiration or supersession. (c) Notices to employees on matters of discipline, deport- Destroy at option. ment, and other similar subjects. PLANT AND DEPRECIATION 30. Plant ledgers: (a) Ledgers of utility plant accounts including land and 50 years. other detailed ledgers showing the cost of utility plant by classes. tality data are retained. " (b) Continuing plant inventory ledger, book or card records 6 years after plant is retired, provided morshowing description, location, quantities, cost, etc., of physical units (or items) of utility plant owned.. 31. Construction work in progress ledgers, work orders, and supplemental records: (a) Construction work in progress ledgers. (b) Work order sheets to which are posted in summary form or in detail the entries for labor, materials and other charges for utility plant additions and the entries closing the work orders to utility plant in service at completion. 10 years after clearance to the plant account, provided continuing plant inventory records are maintained; otherwise 6 years after plant is retired. Do. (c) Authorizations for expenditures for additions to utility 10 years. (d) Requisitions and registers of authorizations for utility 10 years. (e) Completion or performance reports showing comparison between authorized estimates and actual expenditures for utility plant additions. Do. (f) Analysis or cost reports showing quantities of materials 10 years after clearance to the plant acused, unit costs, number of man-hours, etc., in connection with completed construction project. count, provided continuing property plant inventory records are maintained; otherwise 6 years after plant is retired. (g) Records and reports pertaining to progress of construc- Destroy at option. .............. 1 year after field or relevant production are (h) Well-drilling logs and well-construction records............. See footnotes at end of table. SCHEDULE OF RECORDS AND PERIODS OF RETENTION-Continued Description Retention period PLANT AND DEPRECIATION-continued 32. Retirement work in progress ledgers, work orders, and supplemental records: (a) Work order sheets to which are posted the entries for re- 10 years after plant is retired. ' moval costs, materials recovered, and credits to utility plant accounts for cost of plant retired. (b) Authorizations for retirement of utility plant, including 10 years after clearance to the plant acmemoranda showing the basis for determination of cost of plant to be retired and estimates of salvage and removal costs. (c) Registers of retirement work orders count, provided continuing plant inventory records are maintained; otherwise 6 years after plant is retired. ' 10 years. 33. Summary sheets, distribution sheets, reports, statements, 10 years after clearance to the plant ac and papers directly supporting debits and credits to utility plant accounts not covered by construction or retirement work orders and their supporting records. 34. Appraisals and valuations: Appraisals and valuations made by the company of its properties or investments or of the properties or investments of any associated companies. (Includes all records essential thereto.) 35. Production maps and reproductions thereof: count, provided continuing plant inventory records are maintained; otherwise 6 years after plant is retired. 3 years after disposition, termination of lease, or write-off of property or investment. (a) Geological maps, including aerial photographs, showing Maps or reproductions thereof pertinent to the location of all natural gas production, transmission and distribution facilities. 36. The original or reproductions of engineering records, drawings and other supporting data for proposed as constructed natural gas facilities: (a) Maps, diagrams, profiles, photographs, field survey notes, plot plan, detail drawings, records of engineering studies and similar records showing the location of proposed or as-constructed facilities: the facility as-constructed until superseded or 6 years after facility is retired. ' (1) If construction of facility results wholly, or in part........ Records pertinent to the constructed facili (2) If construction of facility does not result. 37. Contracts and other agreements relating to natural gas (a) Contracts relating to acquisition or sale of plant.............. ty until record is superseded or 6 years after facility is retired. ' Destroy at option, after completely accounting for expenses incurred. 6 years after plant is retired. expired or otherwise dissolved. (c) The primary records of gas acreage owned, leased or op- 6 years after rights to the gas acreage have tioned excluding deeds and leases but including such records as lease sheets, leasehold cards, and option agreements. 38. Records pertaining to reclassifications of utility plant ac- 6 years. See section 225.2(j). counts to conform to prescribed systems of accounts, including supporting papers showing the bases for such reclassifications. 39. Records of accumulated provisions for depreciation and (a) Detailed records or analysis sheets segregating the accu- 25 years. (b) Records supporting computation of depreciation and de- Do. PURCHASES AND STORES 40. Procurements: (a) Agreements entered into for the acquisition of goods or the performance of services. Includes all forms of agreements not specifically set forth in Subsection 7 such as, See footnotes at end of table. SCHEDULE OF Records anD PERIODS OF RETENTION-Continued Description PURCHASES AND STORES-continued but not limited to: Letters of intent, exchange of correspondence, master agreements, term contracts, rental agreements and the various types of purchase orders: (1) For goods or services relating to plant construction (2) For other goods or services.. Retention period 6 years. See section 225.2(j). (b) Supporting documents including bids or proposals evi- 6 years. See section 225.2(j). dencing all relevant elements of the procurement. (c) All other procurement records such as requisitions, advices from suppliers, registers or similar records of invoices. 41. Material ledgers: Destroy at option after company's accounts have been examined by independent accountants. (a) Ledger sheets and card records of materials and supplies 6 years. See section 225.2(j). received, issued, and on hand. (b) Statements of materials and supplies on hand, per led- Destroy at option after completion of gers. annual audit by independent accountants. 42. Materials and supplies received and issued: (a) Records and reports pertaining to receipt of materials Do. and supplies. (b) Records of inspecting and testing materials and supplies. Destroy at option. and supplies issued during accounting periods. (d) Records of material issued, transferred or returned to (2) Showing only quantities and accounts to be charged...... Destroy at option if the basic information contained thereon is transferred to other records. Destroy at option. (e) Minor records and reports pertaining to materials and supplies not involving costs or final disposition, such as reports of unfilled requisitions, authorizations for additions to stock, and similar records; also, storeroom copies of purchase orders and price records, other copies being retained in files of purchasing department. 43. Records of sales of scrap and materials and supplies: (a) Authorizations for sale of scrap and materials and sup- 3 years. (c) Memoranda pertaining to sale of scrap and materials and Destroy at option. supplies. 44. Inventories of materials and supplies: (a) General inventories of materials and supplies on hand Destroy at option after completion of with records of adjustments of accounts required to bring stores records into agreement with physical inven annual audit by independent accountants. tories. (b) Stock cards, inventory cards, and other detailed records Destroy at option. (b) Applications for utility service used in lieu of contracts.... 1 year. (c) Contracts and card files or other records thereof with 1 year after expiration or cancellation. customers for utility service. (See also subsection 7(b).) (d) Applications for utility service which were withdrawn by 1 year. applicant or not granted by the utility. (e) Contracts or sales agreements with customers and others 1 year after sales agreement is discharged. for sale of merchandise and appliances. (f) Contracts for lease of equipment to customers, including 1 year after expiration of contract or receipts for same. return of equipment. (g) Applications and contracts for extensions covered by re- 1 year after entire amount is refunded. fundable deposits or guarantees of revenue, also records pertaining to such contracts. See footnotes at end of table. (b) Divisional or local office copies of rate sheets and sched- 1 year after expiration or cancellation. ules of utility service. 49. Maximum demand, pressure, temperature, and specific 1 year, except where the basic chart inforgravity charts and demand meter record cards 50. Miscellaneous billing data: mation is transferred to another record the charts need only be retained 6 months, provided the record containing the basic data is retained 1 year. (a) Billing department's copies of contracts with customers Destroy at option. (in addition to contracts in general files). (b) Service and inspection orders from which customers are 1 year. charged and sundry charge advices. (c) Authorizations for charges under utility service con- 1 year after expiration of contract. tracts. (d) Standard billing sheets or schedules (showing computed Destroy at option. bills of varying consumption according to rates). 51. Revenue summaries: (a) Summaries of monthly operating revenues according to 6 years. classes of service for entire utility. (b) Summaries of monthly operating revenues according to classes of service by towns, districts, or divisions (including summaries of forfeited discounts and penalties). 52. Customers' ledgers and other records used in lieu thereof: (a) Customers' ledgers.. (b) Records used in lieu of customers' ledgers, such as bill summaries, registers, bill stubs, etc. (c) Copies of large bills: Do. 2 years or as may be necessary to comply with service rules regarding refunds on fast meters. Do. (1) If details are transcribed to ledgers covered by Subsec- Destroy at option. tion 52(a). (2) If details are not transcribed to ledgers.. (d) Trial balances of ledgers referred to above (e) Indexes to customers' accounts............ (f) Change of address notices.... (g) Cards and other records relating to forfeited discounts.... 53. Merchandise sales-accounting and collecting: 2 years. 1 year. 2 years. (a) Merchandise sales tickets (duplicates) and charge slips Destroy at option after annual audit and 6 for work done. (b) Merchandise registers and summaries of sales. (c) Merchandise ledgers and installment records (d) Merchandise sales returns and adjustment tickets. (e) Cashiers' stubs for merchandise collections. See footnotes at end of table. months after account is settled. 3 years. 1 year after completion of payments. Destroy at option after annual audit and 6 months after account is settled. 6 months. |