(h) Reports relating to status of merchandise accounts re- 1 year. ceivable. (i) Job orders and supporting details of charges to customers 3 years. for work done. (j) In 'exes and trial balances of merchandise ledger................ 1 year. 54. Collection reports and records: (a) Periodic reports, lists, and summaries of collections of Destroy at option. operating revenues by collectors, agents, and local or di visional or district offices. (See subsection 60(d).) (b) Bill stubs, copies of bills, collection slips, and other rec- 6 months. ords pertaining to collections, summarized or detailed in daily or periodic cash reports. (c) Memorandum records of remittances from local or branch offices. NOTE: See subsection 59 pertaining to deposits of cash with banks. Subsection 59 applies to all bank accounts whether at general, local, or divisional offices. 55. Customers' account adjustments: Do. (a) Detailed records pertaining to adjustments of customers' 1 year. accounts for overcharges, undercharges, and other errors, results of which have been transcribed to other records. (b) Detailed records of high-bill complaints whether or not resulting in adjustments to customers' accounts. 56. Uncollectible accounts and customers' credit records: Do. (a) Records of ratings, credit classifications, and investiga- Destroy at option. tions of customers. (b) Ledger accounts and supporting details of customers' ac- For period legally collectible. counts considered to be uncollectible. (c) Reports and statements showing age and status of cus- 1 year. (5) Agreements between associate companies as to alloca- 7 years after settlement. (c) Filings with taxing authorities to qualify employee bene- 7 years after settlement of Federal return fit plans. or discontinuance of plan, whichever is later. (d) Information returns and reports to taxing authorities...... 3 years, or for the period of any extensions granted for audit. TREASURY 58. Statements of funds and deposits: (a) Summaries and periodic statements of cash balances on Destroy at option. & Correspondence and marves thereto reating to actos Broan for the period prescribed for the covered by other Gems of these regula 'b Benographers notebooks and dietaphone at sher m chanica, device recaras vn Malling hists of prospects for appliance sues, securities. exc See footnotes at end of table Sem or which I reases where necessart on a proper explanation of same. SCHEDULE OF Records and PERIODS OF RETENTION-Continued Description MISCELLANEOUS-continued Retention period 64. Records of predecessors and former associates. Retain until the records of utility plant acquired have been integrated with the utility's plant records and the original cost of the acquired plant is adequately supported by cost details and until it is ascertained that such records are not necessary to fulfillment of any unsatisfied regulatory requirements, such as: (a) Approval and recording of accounting adjustments resulting from reclassification and original cost studies and acceptance of property acquisition journal entries, (b) establishment of continuing plant inventory records or accounting evidence of the cost of leng-lived property in the absence of such continuing plant inventory records. 65. Reports to Federal and State regulatory commissions: (c) Special or periodic reports on the following subjects: (1) Transactions with associated companies (2) Budgets of expenditures (3) Accidents....... (4) Employees and wages (5) Loans to officers and employees... (6) Issues of securities 6 years. 3 years. 6 years. 5 years. (7) Purchases and sales, utility properties... (8) Plant changes-units added and retired (9) Service interruptions. 66. Other miscellaneous records: (a) Copies of advertisements by the company in behalf of itself or any associate company in newspapers, magazines and other publications including records thereof. (Excluding advertising of product, appliances, employment opportunities, services, territory, routine notices and invitations for bids for securities, all of which may be destroyed at option.) (b) Indexes of forms used by company. 'See § 225.2, General instructions (n)-Schedule of Notes (1). 'See § 225.2, General instructions (n)—Schedule of Notes (2). 'See § 225.2, General instructions (n)-Schedule of Notes (3). 'See § 225.2, General instructions (n)-Schedule of Notes (4). 'See § 225.2, General instructions (n)—Schedule of Notes (5). 3 years after fully paid. Data filed with the SEC retain 25 years or until all securities covered are retired, whichever is shorter; other reports retain until securities covered are retired. Life of corporation. Do. 6 years. Do. Destroy when superseded. SCHEDULE OF Records and PERIODS OF RETENTION-Continued Description Retention period TREASURY-continued (d) Requisitions and receipts for funds furnished managers, Destroy at option after funds have been reagents, and others. turned or accounted for. (e) Records of fidelity bonds of employees and others re- Destroy at option after liability of bonding sponsible for funds of the utility. company has expired. (f) Reports and estimates of funds required for general and Destroy at option. special purposes. 59. Records of deposits with banks and others: (a) Copies of bank deposit slips.......... (b) Advice of deposits made when information thereon is shown on other records which are retained. (c) Statements from depositories showing the details of funds received, disbursed, transferred, and balances on deposit. (d) Bank reconcilement papers (e) Statements from banks of interest credits.... Destroy at option after completion of annual audit by independent accoun tants. Do. Do. Do. Do. (f) Check stubs, registers, or other records of checks issued... 6 years. (g) Correspondence and memoranda relating to the stopping 6 years or destroy at option after check is of payment of bank checks and to the issuance of duplicate checks. 60. Records of receipts and disbursements: recovered. (a) Daily or other periodic statements of receipts or dis- Destroy at option after completion of bursements of funds. annual audit by independent accountants. (a) Annual financial, operating and statistical reports regu- 10 years after date of report. (b) Quarterly, monthly or other periodic financial, operat- 2 years after date of report. (c) All other statistical reports (not covered elsewhere in Destroy at option. these regulations) prepared for internal administrative or operating purposes only and not used as the basis for 62. Budgets and other forecasts: (Prepared for internal admin- 3 years. 63. Correspondence: (a) Correspondence and indexes thereto relating to offices Retain for the period prescribed for the covered by other items of these regulations. item to which it relates where necessary to a proper explanation of same. (b) Stenographers' notebooks and dictaphone or other me- Destroy at option. chanical device records. (c) Mailing lists of prospects for appliance sales, securities, etc. See footnotes at end of table. Do. SCHEDULE OF RECORDS AND PERIODS OF Retention-Continued Description MISCELLANEOUS-continued Retention period 64. Records of predecessors and former associates. 65. Reports to Federal and State regulatory commissions: Retain until the records of utility plant acquired have been integrated with the utility's plant records and the original cost of the acquired plant is adequately supported by cost details and until it is ascertained that such records are not necessary to fulfillment of any unsatisfied regulatory requirements, such as: (a) Approval and recording of accounting adjustments resulting from reclassification and original cost studies and acceptance of property acquisition journal entries, (b) establishment of continuing plant inventory records or accounting evidence of the cost of leng-lived property in the absence of such continuing plant inventory records. (a) Annual financial, operating and statistical reports............. Life of corporation. (c) Special or periodic reports on the following subjects: (1) Transactions with associated companies (2) Budgets of expenditures (3) Accidents....... (4) Employees and wages (5) Loans to officers and employees.... (6) Issues of securities 6 years. 3 years. 6 years. (7) Purchases and sales, utility properties.. (8) Plant changes-units added and retired (9) Service interruptions. 66. Other miscellaneous records: (a) Copies of advertisements by the company in behalf of itself or any associate company in newspapers, magazines and other publications including records thereof. (Excluding advertising of product, appliances, employment opportunities, services, territory, routine notices and invitations for bids for securities, all of which may be destroyed at option.) (b) Indexes of forms used by company. 1See § 225.2, General instructions (n)—Schedule of Notes (1). 2See § 225.2, General instructions (n)—Schedule of Notes (2). 'See § 225.2, General instructions (n)-Schedule of Notes (3). See § 225.2, General instructions (n)-Schedule of Notes (4). 'See § 225.2, General instructions (n)—Schedule of Notes (5). 5 years. 3 years after fully paid. Data filed with the SEC retain 25 years or until all securities covered are retired, whichever is shorter; other reports retain until securities covered are retired. Life of corporation. Do. 6 years. Do. Destroy when superseded. |