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. report or termination of plan. (d) Records pertaining to employees' benefit programs........... Destroy at option. 29. Instructions to employees and others: (a) Bulletins or memoranda of general instructions issued by 10 years after expiration or supersession. the company to employees pertaining to changes in ac counting, engineering, operating, maintenance and con struction policies. (b) Bulletins or memoranda of general instructions issued Destroy at option after expiration or suby the company to employees pertaining to accounting, persession. engineering, operating, maintenance and construction methods and procedures. (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. (g) Records and reports pertaining to progress of construction work, the order in which jobs are to be completed, and similar records which do not form a basis of entries to the accounts. (h) Well-drilling logs and well-construction records. See footnotes at end of table. count, provided continuing property plant inventory records are maintained; otherwise 6 years after plant is retired. Destroy at option. 1 year after field or relevant production are abandoned. 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 acand 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: (a) Geological maps, including aerial photographs, showing 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: 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. Maps or reproductions thereof pertinent to 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 company records: (a) Contracts relating to acquisition or sale of plant................. (b) Contracts and other agreements relating to services performed in connection with construction of utility plant (including contracts for the construction of plant by others for the utility and for supervision and engineering relating to construction work). 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 corre- Retention period (1) For goods or services relating to plant construction 6 years. See section 225.2(j). (b) Supporting documents including bids or proposals evi- 6 years. See section 225.2(j). (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. (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 43. Records of sales of scrap and materials and supplies: plies. (b) Contracts for sale of scrap and materials and supplies...... (c) Memoranda pertaining to sale of scrap and materials and supplies. 44. Inventories of materials and supplies: Do. (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. SCHEDULE OF RECORDS AND PERIODS OF RETENTION-Continued Description Retention period REVENUE ACCOUNTING AND COLLECTING-continued (h) Applications and contracts for extensions for which do- 50 years. 46. Rate schedules: (a) General files of published rate sheets and schedules of utility service. (Including schedules suspended or superseded.) Do. (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. 2 years. 1 year. 2 years. (g) Cards and other records relating to forfeited discounts.... 53. Merchandise sales-accounting and collecting: (a) Merchandise sales tickets (duplicates) and charge slips Destroy at option after annual audit and 6 (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. |