(1) If details are transcribed to ledgers covered by Destroy at option. Subsection 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 63. Merchandise sales-accounting and collecting: (b) Merchandise registers and summaries of sales_____ (c) Merchandise ledgers and installment records----- 2 years. 1 year. 2 years. Destroy at option. Destroy at option after annual audit and 6 months after account is settled. 3 years. 1 year after completion of payments. (d) Merchandise sales returns and adjustment tickets. Destroy at option after annual (e) Cashiers' stubs for merchandise collections.-- (f) Cashiers' periodic reports and statements of col- (g) Records of monthly statements to customers...--- (1) Job orders and supporting details of charges to (1) Indexes and trial balances of merchandise ledgers.. 54. Collection reports and records: (a) Periodic reports, lists, and summaries of collections of operating revenues by collectors, agents, and local or divisional or district offices. (See subsection 60(d).) audit and 6 months after account is settled. 6 months. 1 year. Destroy at option. 8 years. 1 year. Destroy at option (b) Bill stubs, copies of bills, collection slips. and 6 months. other records pertaining to collections. summarized or detailed in daily or periodic cash reports. SCHEDULE OF RECORDS AND PERIODS OF RETENTION-CONTINUED Description REVENUE ACCOUNTING AND COLLECTING Continued 54. Collection reports and records-Continued (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: (a) Detailed records pertaining to adjustments of customers' 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: (a) Records of ratings, credit classifications, and investigations of customers. (b) Ledger accounts and supporting details of customers' accounts considered to be uncollectible. (c) Reports and statements showing age and status of customers' accounts. (d) Data on unpaid final bills.... (e) Authorizations for writing off customers' accounts. Retention period 6 months. 1 year. Do. Destroy at option. For period legally collectible. 1 year. Do. 3 years. 7 years after settlement. 2 years after settlement. Do. Destroy at option. (c) Filings with taxing authorities to qualify employee 7 years after settlement of Fedbenefit plans. (d) Information authorities. eral return or discontinuance of plan, whichever is later. returns and reports to taxing 3 years, or for the period of any extensions granted for audit. (a) Summaries and periodic statements of cash bal- Destroy at option. TREASURY 58. Statements of funds and deposits: SCHEDULE OF RECORDS AND PERIODS OF RETENTION--CONTINUED Description TREASURY-continued 58. Statements of funds and deposits-Continued (e) Records of fidelity bonds of employees and others responsible for funds of the utility. Retention period Destroy at option after liability of bonding company has expired. (1) Reports and estimates of funds required for general Destroy at option. and special purposes. 59. Records of deposits with banks and others: (a) Copies of bank deposit slips--- (b) Advice of deposits made when information thereon (d) Bank reconcilement papers (e) Statements from banks of interest credits_.... (f) Check stubs, registers, or other records of checks issued. (g) Correspondence and memoranda relating to the stopping of payment of bank checks and to the issuance of duplicate checks. 60. Records of receipts and disbursements: Destroy at option after completion of annual audit by independent accountants. Do. Do. Do. 6 years. 6 years or destroy at option after check is recovered. (a) Daily or other periodic statements of receipts or Destroy at option after compledisbursements of funds. tion of annual audit by independent accountants. (a) Annual financial, operating and statistical reports regularly prepared in the course of business for internal administrative or operating purposes (and not used as the basis for entries to accounts of the companies concerned) to show the results of operations and the financial condition of the utility. (b) Quarterly, monthly or other periodic financial, operating and other statistical reports as above. (c) All other statistical reports (not covered elsewhere in these regulations) prepared for internal administrative or operating purposes only and not used as the basis for entries to the accounts of the company. 62. Budgets and other forecasts___ (Prepared for internal administrative or operating purposes) of estimated future income, receipts and expenditures in connection with financing, construction and operations and acquisitions or disposals of properties or investments by the company and its associate companies, including revisions of such estimates and memoranda showing reasons for revisions; also records showing comparison of actual income and receipts and expenditures with estimates. Do. Do. Do. 10 years after date of report. 2 years after date of report. 3 years. Retain for the period prescribed for the item to which it relates where necessary to 8 proper explanation of same. (b) Stenographers' notebooks and dictaphone or other Destroy at option. mechanical device records. (c) Mailing lists of prospects for appliance sales, securities, etc. 64. Records of predecessors and former associates_- 65. Reports to Federal and State regulatory commissions: (a) Annual financial, operating, and statistical reports. (b) Monthly and quarterly reports of operating revenues, expenses, and statistics. (c) Special or periodic reports on the following subjects: (1) Transactions with associated companies____. (3) Accidents (4) Employees and wages.. (5) Loans to officers and employees.. (6) Issues of securities--- Do. 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 requirement, such as: (a) Approval and recording of accounting adjustments resulting from reclassification and original cost studies and acceptance of property acquisition journal entries, (b) cost, depreciation and amortization reserve determinations for licensed projects, (c) establishment of continuing plant inventory records or accounting evidence of the cost of long-lived property in the absence of such continuing plant inventory records. Life of corporation. 2 years after date of report. 6 years. 3 years. (7) Purchases and sales, utility properties_-_-. (8) Plant changes-units added and retired_-------(9) Service interruptions.... 6 years. 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. 1 See § 125.2. General instructions (n)-Schedule of Notes (1). See § 155 2. General instructions (n)-Schedule of Notes (2). See § 125.2, General instructions ¡n)-Schedule of Notes (3). • See $125 2. General instructions (n) —Schedule of Notes (4). 5 See § 125.2, General instructions (n)—Schedule of Notes (5). |