tion periods, and the microfilm indicators. The microfilm indicator is explained in $ 249.23.

SCHEDULE OF RECORDS

Item number and category of records

Retention periods

Microfilm indicator ($ 249.23)

A. ADMINISTRATIVE AND CORPORATE

1. Incorporation and reorganization:
(a) Charter or certificate of incorporation and amend-

ments thereto.
(b) Legal documents in connection with mergers, con.

solidations, reorganization, receiverships and
similar actions which affect the identity or orga-

nization of the company.
2. Titles, franchises and licenses:
(a) Certificates of public convenience and necessity

issued by regulating bodies. (b) Copies of formal orders of regulatory bodies served

upon the freight forwarder. (c) Operating authorizations and exemptions to operate

issued by regulating bodies. (d) Deeds and other title papers.. 3. Contracts and agreements (see also other pertinent cate

gories):
(a) Service contracts, such as for operational, manage-

ment, accounting, financial or legal service, or for
rental or lease of property or equipment, or

records of such contracts, leases or agreements.
(b) Contracts with other carriers for interchange or

joint use of property.
(c) Complete files and related papers of contracts

entered into by competitive bidding under the
provisions of Section 10 of the Clayton Antitrust

Act.
4. Corporate elections:

(a) Proxies of holders of voting securities.
(b) Lists of holders of voting securities represented at

meetings.
(c) Ballots cast and tabulations of votes.

(d) Judges' reports of election results. 5. Minutes of meetings of stockholders, directors, executive

or other directors' committees, or other meetings. 6. Communications code and cipher books..

B. TREASURY

M-3.

M-3.

M.
M-3.
M.

M.

M-6.

ME.

1. Capital stock records:
(a) Detailed capital stock journals, ledgers or their Permanently...

equivalents.
(b) Capital stock certificates, stubs or similar records of. .do..
NOTE: If the information shown on the stubs is recorded

in permanent records, the stubs are required to be

retained only for a period of 3 years. (c) Subscription notices and requests for allotment.---

3 years. (d) Stock transfer registers..

Permanently (e) Papers pertaining to or supporting transfers of capi- 3 years..

tal stock. (1) Canceled capital stock certificates.

do... 2. Bond or other long-term debt records: (a) Bond indentures, underwriting, mortgage, and Permanently.

other long-term credit agreements. (b) Bond or other long-term debt detailed journals, 3 years after redemption....

vouchers and ledgers or their equivalents. (c) Stubs or similar records of bonds or other long-term Permanently.---

debt issued. NOTE: If the information shown on the stubs is recorded

in permanent records, the stubs are required to be

retained only for a period of 3 years. (d) Subscription notices and requests for allotment. (e) Records of interest paid and unpaid.

M-3.

M.

SCHEDULE OF RECORDS—Continued

Item number and category of records

Retention periods

Microfilm indicator ($ 249.23)

B. TREASURY-continued - 5. Records of securities owned or held by custodians, de

tailed ledgers and journals, or their equivalents. 6. Statements of funds and deposits: (a) Statements from depositaries on funds received,

disbursed and transferred. (b) Authorization for transfer of funds from one de

positary to another. (c) Periodical statements of the receipt and disburse

ment of funds. (d) Bank deposit books, stubs, ledgers, or records of

checks, and copies of deposit slips. (e) Bank reconciliations; checks canceled by banks;

checks, drafts, etc., issued and not presented. (1) Records pertaining to verification of treasurers'

cash or securities.

C. FINANCIAL ACCOUNTING RECORDS

M-10. M-3.

M-6.
M-6.

M-6.

M-6.

M.
M-2.

1. Ledgers:

(a) General and subsidiary ledgers and indexes thereto.- Permanently. (b) Balance sheets and trial balance sheets of general 5 years..

and subsidiary ledgers. 2. Journals (except as otherwise provided herein): (a) General journals.

Permanently (b) Subsidiary journals and any supporting papers 10 years.

necessary to explain journal entries. (C) Schedules of recurring or standard journal entries Until superseded...

and entry numbers. 3. General and subsidiary cash books, except cash books at Permanently-

agencies provided for under item H-5. 4. Voucher distribution registers or their equivalent.. 10 years. 5. Vouchers: (a) Voucher indexes.

3 years. (b) Vouchers, expenditure authorizations, detailed dis

6 years.
tribution sheets and other supporting papers, in-
cluding original bills and invoices, except as other-

wise provided herein.
(c) Receipts for cash paid out.

3 years. (d) Reports of drafts issued by claim agents, terminal

1 year --and station agents, and others. 6. Accounts Receivables and Payables: (a) Traffic accounts receivable or payable, detailed 4 years..

journals and ledgers or their equivalents, with

supporting papers. (b) General accounts receivable or payable, detailed do....

journals and ledgers or their equivalents, together

with supporting papers. (c) Bills issued for collection and supporting papers. 2 years after settlement.. 7. Statements of receipts, disbursements, and balances of 3 years.

working or petty cash funds in hands of employee-cus

todians and supporting papers. 8. Uncollectible accounts: (a) Reports and statements showing age and status of

1 year. accounts receivable. (b) Authorizations for writing off accounts receivable... do...

M-2.

M-3.

M-3.

ME.
M.

M.

M.

D. PAYROLLS AND PERSONNEL

3 years. See $ 249.21.

M-2.

3 years.

M-2.

1. Payroll records:
(a) Payroll sheets, registers, or their equivalents, of sal-

aries and wages paid to individual officers and

employees.
(b) Records showing the distribution to accounts and

jobs of the salaries and wages paid to officers and
employees for each periodic payroll and sum-
maries or recapitulation statements of such distri.

bution.
(c) Original source documents used in the preparation

SCHEDULE OF RECORDS—Continued

Item number and category of records

Retention periods

Microfilm indicator (§ 249.23)

D. PAYROLLS AND PERSONNEL-continued

1. Payroll records-Continued
(e) Paid checks, receipts for wages paid in cash, and

3 years.

M. other evidence of payments for services rendered

by employees. 2. Personnel records: (a) Applications for employment, qualification records, 1 year after termination of service...- ME.

service records, reports and certificates of physical

examinations, efficiency tests, and similar records. (b) Contracts and agreements with employees or 1 year after expiration or cancellation.. ME.

employee organizations or groups. (c) Employees' welfare and pension records including 3 years..

M-1. records on employees' relief, health and insurance, savings, and workmen's compensation accident reports.

E. EQUIPMENT AND OTHER PROPERTY

1. Records, reports, statements and supporting papers, per

taining to debits and credits to accounts showing the cost or inventory value of property or equipment. In. cluded in supporting papers would be job or work orders, maps, profiles, specifications, estimates, engi

neering studies, construction bids, and similar records. 2. Records and memoranda pertaining to depreciation, re

tirements, and replacements of property. . Contracts and other agreements relating to the construc

tion, acquisition, or sale of property and equipment, except as provided in item A-3(©).

F. PURCHASES AND STORES

M-2.

..do

M-1.

1. Records of materials and supplies on hand and detail 3

years. papers of inventories taken. 2. Bids, offers, copies of orders and correspondence pertain

ing to the sale or purchase of materials and supplies,

except as specified in item A-3(c). 3. Materials and supplies received and issued: (a) Records and reports of materials and supplies re

do.
ceived and issued.
(b) Requisitions and receipts for materials and supplies 1 year..

issued, totals of which have been transcribed into
other records for retention.

M-1.

M.

G. INSURANCE, TAXES AND CLAIMS

ME.

M-2.

ME.
ME.

ME.

ME.

1. Insurance records:
(a) Registers, cards, or other records of insurance 3 years after policy expires.--

policies in force showing coverage, premiums

paid, good experience credits and expiration dates. (b) Records of self-insurance provisions and actual losses 3 years...

from damages to persons and property. (c) Insurance policies

2 years after expiration.. (d) Records of losses and recoveries from insurance 3 years after settlement..

companies and supporting papers. (e) Records and files of fidelity bonds of employees and 1 year after expiration of bonds.

others responsible for funds of the freight for

warder.
2. Tax records:
(a) Copies of schedules and returns to taxing authorities 3 years after final settlement..

and supporting working papers, records of appeals,
and copies of final determination in form of closing

agreements.
(b) Copies of schedules and returns to taxing authorities 3 years after settlement-

and supporting working papers in connection

with taxes collected as agent.
3. Claims records:
(a) Claims registers, card or book indexes and other do.

records in connection with the recording of over-
charge, loss and damage, personal injury, fire, and

other claims.
All papers substantiating overcharge, loss and dam. do.

ME.

ME,

ME

SCHEDULE OF RECORDS-Continued

Item number and category of records

Retention periods

Microfilm indicator (§ 249.23)

G. INSURANCE, TAXES AND CLAIMS-continued

3. Claims records-Continued
(c) Records showing the details of authorities issued to

agents, carriers, and others for participation in

freight claims. (d) Reports, statements and other records pertaining to

personal injuries, or damage to property in transit,

when not necessary to support claims or vouchers. (e) Reports, statements, tracers, and other records per

taining to unclaimed, over, short, damaged, and
refused freight, when not necessary to support

claims or vouchers.
(1) Authorities for disposal of unclaimed, damaged, and

refused freight.

H. SHIPPING AND AGENCY DOCUMENTS

1. Shipping documents: Consignors' shipping orders, ship- do..

M-2. ping tickets, pick-up receipts, delivery receipts, copies of bills of lading and order-notify bills of lading taken up and canceled, freight bills received from others, and other similar documents furnished to carriers for movement of freight; original local waybills and freight bills and audited copies thereof and company freight way. bills, freight bills and cargo manifests; original underlying waybills, freight bills, and airway-bills received from carriers, copies of those made to carriers, and

copies of those issued to shippers. 2. Contracts covering risks of freight forwarders in trans- 2 years after expiration.....

ME portation and storage. 3. Freight waybills and freight bills: Copies of waybills and

1 year

M.
freight bills furnished to joint traffic associations,
bureaus, and similar agencies, if such copies contain
no information other than that appearing on the orig.

inal waybills and freight bills or in other records.
4. Freight records and reports:
(a) Reports and records of freight received, forwarded, 2 years.

transferred, delivered to carriers, and records of
diversion or reconsignment of freight, including
requests, tracers, and correspondence in connec-

tion therewith.
(b) Records of joint-loaded shipments showing:

do..
(1) Identity of all participating forwarders.
(2) Total poundage of the joint shipment.
(3) Poundage contributed by reporting for-

warder.
(4) Name of carrier transporting the shipment.
(5) Amount of charges by the direct carrier on

the total shipment, for transportation and

other services.
(6) Amount of such charges paid by reporting

forwarder.
5. Agents' remittance slips, bank deposit slips and all sup- 3 years.

M-2. porting papers not provided for elsewhere. 6. Agents' balance sheets and supporting papers.

do.

M-2 7. Miscellaneous records pertaining to agents' accounts: (a) General office records or ledgers of agents' accounts do..

M-2. showing debits and credits from various sources. (b) General office records relating to extension of credit 2 years after discontinuance of credit ME. for transportation and other charges.

agreement. (c) Statements of corrections in agents' accounts

3 years

M-2. 8. Instructions to agents and representatives—bulletins 3 years after expiration or cancellation. ME.

SCHIDULE OF RECORDS—Continued

Item number and category of records

Retention periods

Microfilm indicator ($ 249.23)

I. TARIFFS AND RATES

1. Tariffs, classifications, division sheets, and circulars rel- 3 years after expiration or cancellation. ME.

ative to the transportation of property in the general files of the department in which the complete official

file is maintained. 2. Tariffs, classifications, division sheets, and circulars in Until expiration or cancellation ---

other departments and at agencies, if copies of the same issues of such tariffs, etc., are preserved in the general

files referred to in item 1 above. 3. Special or reduced-rate orders and supporting papers, 3 years.

M-1. covering the movement of property. 4. Requests and receipts from agents and others for tariffs, Optional.

classifications, division sheets, and circulars. 5. Copies of concurrences and powers of attorney filed with 2 years after expiration or cancellation. ME.

regulatory bodies. 6. Written requests on freight forwarders from persons and Optional..

companies for quotations of rates and copies of freight

forwarder's quotations. 7. Correspondence and working papers in connection with 3 years after cancellation or expiration ME

the making of rates and compilation of tar classifi- of tariff. cations, division sheets, and circulars affecting the transportation of property.

J. REPORTS AND RELATED STATISTICS

M-6.
M.

M-6.

M-1.

1. Annual reports to regulatory bodies, file copies of.

10 years. 2. Quarterly and semi-annual reports to regulatory bodies,

3 years..--file copies of, and supporting papers. 3. Annual reports or statements to stockholders, file copies Permanently..

of. 4. Accountants' and auditors' reports: (a) Certifications and reports of all examinations and

3 years. audits conducted by public and certified public

accountants. (b) Reports of examinations and audits conducted by do.

internal auditors and others. 5. Accident reports, file copies of and supporting papers. do.. 6. All other financial operating and statistical statements or do.

reports and supporting papers.
7. Tabulating cards, tapes, and other media used in the Until appropriate summaries have

compilation of statistics and other data when the been made.
results are transcribed to other records covered by these
regulations.

M-1.

M-1.
M.

K. MISCELLANEOUS

1. Correspondence and records thereof pertaining to the Same period prescribed for the items As may be items listed herein.

to which related.

permitted for items to which

related. 2. Duplicate copies of accounts, records, and memoranda Optional.

listed in these regulations, if all information on such duplicates is contained on the originals or other copies retained, and if such duplicates are not specifically

provided for in these regulations. 3. Written authorizations and certificates of destruction of Permanently---

M-2. accounts, records, and memoranda required by the

regulations. 4. Organization manuals, handbooks, circulars and other 3 years after expiration or cancellation - ME.

instructions issued to employees on matters pertaining to the business of the freight forwarder.

INDEX TO RECORDS

A-Administrative and corporate:

1. Incorporation and reorganization.
2. Titles, franchises and licenses.
3. Contracts and agreements.
4. Corporate elections.
5. Minutes of meetings.
6. Communications code and cipher

B-Treasury:

1. Capital stock records.
2. Bond or other long-term debt

records.
3. Authorization from regulatory

bodies for Issuance of securities. 4. Registration statements filed with

SEC. 5. Records of securities owned or beld