(b) Pension or annuity payrolls....... (c) Pension paychecks--- (d) Records pertaining to employees' benefit programs. 29. Instructions to employees and others: (a) Bulletins or memoranda of general instructions issued by 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. (c) Notices to employees on matters of discipline, deportment, and other similar subjects. 30. Plant ledgers: PLANT AND DEPRECIATION (a) Ledgers of utility plant accounts including land and other detailed ledgers showing the cost of utility plant by classes. (b) Continuing plant inventory ledger, book or card records showing description, location, quantities, cost, etc., of physical units (or items) of utility plant owned. See footnotes at end of table. 2 years. Do. Retention period Destroy at option. Do. Retain for same periods as prescribed in these regulations for similar records pertaining to utility operations. 6 years. Do. Do. 3 years after termination of employment. Destroy at option. 6 years after supersession of the study or report or termination of plan. 6 years. 3 years. Destroy at option. 10 years after expiration or supersession. Destroy at option after expiration or supersession. Destroy at option. 50 years. 6 years after plant is retired, provided mortality data are retained. SCHEDULE OF RECORDS AND PERIODS OF RETENTION-CONTINUED Description PLANT AND DEPRECIATION-continued 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. (c) Authorizations for expenditures for additions to utility plant, including memoranda showing the detailed estimates of cost and the bases therefor (including original and revised or subsequent authorizations). (d) Requisitions and registers of authorizations for utility plant expenditures. (e) Completion or performance reports showing comparison between authorized estimates and actual expenditures for utility plant additions. (f) Analysis or cost reports showing quantities of materials used, 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. 32. Retirement work in progress ledgers, work orders, and supplemental records: (a) Work order sheets to which are posted the entries for removal costs, materials recovered, and credits to utility plant accounts for cost of plant retired. (b) Authorizations for retirement of utility plant, including memoranda 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___ 33. Summary sheets, distribution sheets, reports, statements, 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.) See footnotes at end of table. Retention period 10 years after clearance to the plant account, provided continuing plant inventory records are maintained; otherwise 6 years after plant is retired. Do. 10 years. Do. Do. 10 years after clearance to the plant account, provided continuing property plant inventory records are maintained; otherwise 6 years after plant is retired. Destroy at option. 10 years after plant is retired. 10 years after clearance to the plant account, provided continuing plant inventory records are maintained; otherwise 6 years after plant is retired." 10 years. 10 years after clearance to the plant account, 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. SCHEDULE OF RECORDS AND PERIODS OF RETENTION-CONTINUED Description PLANT AND DEPRECIATION-continued 35. Production maps and reproductions thereof: (a) Geological maps, including aerial photographs, showing the location of all utility production, transmission and distribution facilities. 36. The original or reproductions of engineering records, drawings and other supporting data for proposed as-constructed utility facilities: (a) Maps, diagrams, profiles, photographs, field survey notes, plot plan, detail drawings, records of engineering stuaies and similar records showing the location of proposed or as-constructed facilities: (1) If construction of facility results wholly, or in part. (2) If construction of facility does not result. 37. Contracts and other agreements relating to utility 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). 38. Records pertaining to reclassifications of utility plant accounts to conform to prescribed systems of accounts, including supporting papers showing the bases for such reclassifications. 39. Records of accumulated provisions for depreciation and depletion of utility plant: (a) Detailed records or analysis sheets segregating the accumulated depreciation according to functional classification of plant. (b) Records supporting computation of depreciation and depletion expense of utility plant, including such data as life and salvage studies. PURCHASES AND STORES Retention period Maps or reproductions thereof pertinent to the facility asconstructed until superseded or 6 years after facility is retired. Records pertinent to the constructed facility until recora is superseded or 6 years after facility is retired. Destroy at option, after complete accounting for expenses incurred. 6 years after plant is retired. 6 years. See § 125.2(1). Do. 25 years. Do. 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, 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.. (b) Supporting documents including bids or proposals evidencing all relevant elements of the procurement. See footnotes at end of table. 6 years. See § 125.2(1). 6 years. 6 years. See § 125.2(j). (b) Statements of materials and supplies on hand, per Destroy at option after comledgers. pletion of annual audit by independent accountants. 42. Materials and supplies received and issued: (a) Records and reports pertaining to receipt of materials and supplies. Do. (b) Records of inspecting and testing materials and Destroy at option. supplies. (c) Records showing the detailed distribution of materials and supplies issued during accounting periods. (d) Records of material issued, transferred or returned to stock: (1) Showing quantities, unit prices, and accounts to be charged. 6 years. See § 125.2(j). Do. (2) Showing only quantities and accounts to be Destroy at option if the basic incharged. (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) Authorization for sale of scrap and materials and supplies. (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: (a) General inventories of materials and supplies on REVENUE ACCOUNTING AND COLLECTING 45. Customers' service applications and contracts: (b) Applications for utility service used in lieu of contracts. formation contained thereon is transferred to other records Destroy at option. 3 years. Do. Destroy at option. Destroy at option after completion of annual audit by Independent accountants. Destroy at option. Do. Do. 1 year SCHEDULE OF RECORDS AND PERIODS OF RETENTION-CONTINUED Description REVENUE ACCOUNTING AND COLLECTING—Continued 45. Customers' service applications and contracts-Con. (c) Contracts and card files or other records thereof with customers for utility service. (See also Subsection 7(b).) (d) Applications for utility service which were withdrawn by applicant or not granted by the utility. (e) Contracts or sales agreements with customers and others for sale of merchandise and appliances. (f) Contracts for lease of equipment to customers, including receipts for same. (g) Applications and contracts for extensions covered by refundable deposits or guarantees of revenue, also records pertaining to such contracts. (h) Applications and contracts for extensions for which donations or contributions are made by customers or others. 46. Rate schedules: (a) General files of published rate sheets and schedules of utility service. (Including schedules suspended or superseded.) (b) Divisional or local office copies of rate sheets and schedules of utility service. 47. Customers' guarantee deposits: (a) Customers' deposit ledgers or card records.......... (c) Receipts for customers' deposits refunded.... 48. Meter reading sheets and records: (a) Superseded meter reading sheets.... (b) Meter reread sheets (special readings to check high or low consumption). (c) Customers' reading cards...... (d) Connection and disconnection orders.. 19. Maximum demand, and demand meter record cards.. 60. Miscellaneous billing data: (a) Billing department's copies of contracts with customers (in addition to contracts in general illes). (b) Service and inspection orders from which customers are charged and sundry charge advices. (c) Authorizations for charges under utility service contracts. (d) Standard billing sheets or schedules (showing computed bills of varying consumption according to rates). Retention period 1 year after expiration or cancellation. 1 year. 1 year after sales agreement is discharged. 1 year after expiration of contract or return of equipment. 1 year after entire amount is refunded. 50 years. Do. 1 year after expiration or cancellation. 6 years after refund. Do. Do. Do. 2 years or as may be necessary to comply with service rules regarding refunds on fast meters. 1 year. Do. Do. Destroy at option. Destroy at option after transferring data to other record. 1 year, except where the basic chart information is transferred to another record the charts need only be retained 6 months. provided the record containing the basic data is retained 1 year. Destroy at option. 1 year. 1 year after expiration of contract. Destroy at option. 519 |