PRESERVATION OF RECORDS
SCHEDULE OF RECORDS AND PERIODS OF RETENTION
TABLE OF CONTENTS
Item
CORPORATE AND GENERAL
1. Capital Stock Records
2. Proxies and Voting Lists
3. Reports to Stockholders
4. Debt Security Records
5. Filings with and Authorization by Regulatory Agencies
6. Organizational Documents:
Minute Books
Titles, Franchises, Licenses
Permits
Organization Diagrams and Charts
7. Contracts and Agreements
8. Accountants' and Auditors' Reports
AUTOMATIC DATA PROCESSING
9. Automatic Data Processing Records
GENERAL ACCOUNTING RECORDS
10. General and Subsidiary Ledgers
11. Journals
12. Journal Vouchers and Entries
13. Cash Books
14. Voucher Registers
15. Vouchers
16. Accounts Receivable
17. Records of Securities Owned
18. Payroll Records
19. Assignments, Attachments and Garnishments
INSURANCE
20. Insurance Records
21. Injuries and Damages
PERSONNEL
27. Personnel Records
28. Employees' Benefit and Pension Records
29. Instructions to Employees and Others
PURCHASES AND STORES
40. Procurements
41. Material Ledgers
42. Materials and Supplies Received and Issued
43. Records of Sales of Scrap and Materials and Supplies
44. Inventories of Materials and Supplies
REVENUE ACCOUNTING AND COLLECTING
46. Rate Schedules
50. Miscellaneous Billing Data
51. Revenue Summaries
52. Customers' Ledgers
54. Collection Reports and Records
55. Customers' Account Adjustments
56. Uncollectible Accounts
TAX
57. Tax Records
TREASURY
58. Statements of Funds and Deposits
59. Records of Deposits with Banks and Others
60. Records of Receipts and Disbursements
MISCELLANEOUS
61. Statistics
62. Budgets and Other Forecasts
63. Correspondence
64. Records of Predecessors and Former Associates
65. Reports to Federal and State Regulatory Commissions
66. Other Miscellaneous Records
ITEM DESCRIPTION RETENTION PERIOD
CORPORATE AND GENERAL
1. Capital stock records:
(a) Capital stock ledgers or other records showing 6 years after the
the same information stockholders'
account is closed.
See §152.14(a);
292.14(a);
441.14(a);
542.14(a), as
appropriate.
(b) Capital stock subscription accounts, warrants, 2 years after
requests for allotments and other essential papers settlement.
related thereto
(c) Stubs or similar records of capital stock 6 years after
certificate issuance where not used as capital cancellation of
stock ledger record certificate. If
this record serves
the purpose of a
capital stock
ledger, Item 1(a)
is applicable.
(d) Stock transfer registers or sheets or similar 6 years after last
records entry on page or
sheet of record.
(e) Papers pertaining to or supporting transfers of
capital stock:
(1) Papers that are recorded officially in a court Destroy at option or
or in the office of some other public recording return to
authority; and other papers presented by any bank stockholder.
or trust company requesting transfers in its
capacity as a fiduciary and miscellaneous papers
(f) Canceled capital stock certificates where not 6 years after
used as capital stock ledger records cancellation of
certificate. If
this record serves
the purpose of a
capital stock
ledger, Item 1(a)
is applicable.
(g) Change of address notices of stockholders Destroy at option
after changes are
recorded.
(h) Bonds of indemnity and affidavits covering 6 years after
issuances of stock certificates to replace lost expiration of
certificates bonds.
(i) Letters, notices, reports, statements and other
communications distributed to all stockholders of
a particular class:
(1) Formal communications addressed to all Life of corporation.
stockholders of a particular class, including
annual reports to stockholders, notices of annual
and special meetings of stockholders, and other
notices, reports, letters or statements relating
to corporate or stockholder actions
(2) Interim reports of operations, speeches of 6 years after the
corporate officers, notices of change of corporate date thereof.
address of telephone numbers, etc.
(j) Dividend registers, lists or similar records 6 years.
(k) Paid dividend checks Ditto.
(l) Third party dividend orders 6 years after
recision order.
2. Proxies and voting lists:
(a) Proxies of holders of voting securities 3 years.
(b) Lists of holders of voting securities 1 year.
represented at meetings
3. Reports to stockholders:
(a) Annual reports or statements to stockholders Life of corporation.
(b) Written acknowledgments of receipts of reports Destroy at option.
to stockholders and written requests for copies of
such reports
4. Debt security records: See §152.14(b); 292.14(b);
441.14(b); or 542.14(b), as appropriate.
(a) Registered bond and debenture ledgers 3 years after
redemption.
(b) Bond and debenture subscription accounts, 3 years after
warrants, subscription notices, requests for settlement.
allotment and essential papers related thereto
(c) Stubs or similar records of bond and debenture 3 years after
certificates issued redemption.
(d) Papers pertaining to or supporting transfers of
registered bonds and debentures:
(1) Papers that are recorded officially in a court Destroy at option or
or in the office of some other public recording return to holders
authority; and other papers presented by any bank of the bonds or
or trust company requesting transfers in its debentures.
capacity as a fiduciary, plus other miscellaneous
papers
(e) Records of bond and debenture interest coupons Destroy at option.
paid and unpaid See §152.14(c);
292.14(c);
441.14(c); or
542.14(c), as
appropriate.
(f) Canceled bonds and debentures and paid interest Ditto. See §
coupons pertaining thereto 152.14(c); 292.14
(c) ; 441.14(c);
or 542.14(c), as
appropriate.
(g) Trust indentures, loan agreements or other 6 years after
contracts or agreements securing debt securities redemption.
issued. (If such papers or documents are included
among the records covered by Item 5 of the
Regulation, this instruction will not apply)
(h) Copies of reports, statements, letters or 6 years after
memoranda filed with Trustee(s) pursuant to redemption.
provisions of trust indenture or other security (Destroy at option
instrument or agreement securing debt securities provided that the
issued Trustee(s) under
such indenture or
security
instrument is a
National Bank, a
member of the
Federal Reserve
System or a
subsidiary of any
such National Bank
or Federal Reserve
System member
bank; and provided
further that the
Trustee(s) has
certified to the
company that
copies of all such
documents will be
available in the
offices of the
Trustee(s) for
inspection at any
time prior to
redemption by
holders of debt
securities to
which such
documents relate
and for inspection
by any Federal or
State regulatory
authority prior to
redemption and for
an additional
period of six
years after
redemption.)
(i) Paid or canceled debt securities evidencing 3 years after
temporary borrowings payment or
cancellation,
provided other
records of
issuance and
payment or
cancellation are
maintained.
(j) Paid interest checks 6 years.
5. Filings with and authorizations by regulatory
agencies:
(a) Authorizations from regulatory bodies for
issuance of securities:
(1) Copies of applications to regulatory bodies for 25 years or until
authority to issue stocks, bonds, and other all securities
securities, including copies of exhibits in covered are
support of such applications retired, whichever
is shorter. See §152.14(d);
292.14(d);
441.14(d); or
542.14(d), as
appropriate.
(2) Official copies of opinions and orders of Until securities
regulatory bodies granting authority to issue covered are
securities retired.
(3) Reports filed with regulatory bodies in Until securities
compliance with authorizations to issue covered are
securities. (Reports of sales of securities of retired.
application of proceeds, etc.) File copies of such
reports and supporting papers
(b) Copies of registration statements and other data
filed with the Securities and Exchange Commission:
(1) In connection with offerings of securities for 25 years or until
sale to the public or the listing of securities on all securities
exchanges, including supporting papers covered are
retired, whichever
is shorter. See §152.14(d);
292.14(d); 441.14(d); or 542.14(d),
as appropriate.
(2) Copies of periodic reports and supporting papers 25 years.
filed in compliance with either the Securities Act
of 1933 or the Securities Exchange Act of 1934
6. Organizational documents:
(a) Minute books of stockholders', directors', and Life of corporation.
directors' committee meetings, and of Board of (Permanently for
Light Commissioners or other municipal governing municipalities.)
body
(b) Titles, franchises, and licenses:
(1) Deeds and other title papers (including 6 years after
abstracts of title and supporting data) property is
disposed of unless
surrendered to
transferee.
(2) Corporate charters or certificates of Life of corporation.
incorporation
(3) Franchises and certificates authorizing Ditto.
operations as a public utility
(4) Licenses (including amendments thereof) granted 25 years after plant
by Federal or State authorities for construction is retired or
and operation of utility plant expiration of
license, whichever
is shorter.
(5) Copies of formal orders of regulatory Life of corporation.
commissions served upon the utility
(6) Records of action by voters as to establishing a Ditto.
municipal utility or extensions thereto
(c) Permits:
(1) Permits and granted applications for the use of 6 years after
facilities of others expiration or
cancellation.
(2) Copies of permits and applications granted Ditto.
others for the use of the utility's facilities
(3) Applications for the use of facilities not Destroy at option.
granted and copies of such applications
(4) Permits of a temporary nature for municipalities Destroy at option.
or others to perform specific work, such as
permits to open streets
(d) Organization diagrams and charts Destroy at option
after expiration
or supersession.
7. Contracts and agreements (except contracts provided
for elsewhere):
(a) Service contracts, such as for management, 6 years after
accounting and financial services expiration or
cancellation.
(b) Contracts with other utilities for the purchase, Ditto.
sale or interchange of product
(c) Leases pertaining to rentals of property to or Ditto.
from others
(d) Contracts and agreements with individual Ditto.
employees, labor unions, company unions, and other
employee organizations relative to wage rates,
hours and similar matters
(e) Contracts, agreements, and/or other essential Ditto.
records necessary to the carrying out of the
functions of an employee's stock purchase or other
type of employees' saving plan
(f) Contracts or agreements for the acquisition or 25 years after
disposal of investments (Excluding temporary cash disposal.
investments)
(g) Memoranda essential to clarifying or explaining For the same period
provisions of contracts listed above as contracts to
which they relate.
(h) Card or book records of contracts, leases, and Ditto.
agreements made showing dates of expiration and of
renewals, memoranda of receipts and payments under
such contracts, etc.
8. Accountants' and auditors' reports:
(a) Reports of examinations and audits by 7 years after date
accountants and auditors not in the regular employ of report or
of the utility (Such as reports of public Commission audit,
accounting firms and regulatory commission whichever comes
accountants) last.
(b) Internal audit reports and work papers Ditto.
AUTOMATIC DATA PROCESSING
9. Automatic data processing records (Retain original
source data used as input for data processing and
data processing report printouts for the
applicable periods prescribed elsewhere in the
schedule.):
(a) Punched cards, tapes or similar media used as Destroy at option.
intermediate records or steps in data processing
for assembling data to be posted to the records of
the company or used in a report or study
(b) Program documentation and revisions thereto Retain for periods
prescribed for
related output
data. Statements
and illustrations
as to the scope of
operations should
be sufficiently
detailed to
indicate (a) the
application being
performed, (b) the
procedures
employed in each
application
(which, for
example, might be
supported by flow
charts, block
diagrams or other
descriptions of
operating
procedures), and
(c) the controls
used to insure
accurate and
reliable
processing. Major
program changes,
together with
their effective
dates, should be
notes in order to
preserve an
accurate
chronological
record.
GENERAL ACCOUNTING RECORDS
10. General and subsidiary ledgers:
(a) (1) General ledgers 50 years.
(2) Ledgers subsidiary or auxiliary to general Ditto.
ledgers except ledgers provided for elsewhere
(b) (1) Indexes to general ledgers Ditto.
(2) Indexes to subsidiary ledgers except ledgers Ditto.
provided for elsewhere
(c) Trial balance sheets of general and subsidiary 2 years.
ledgers
11. Journals:
(a) General and subsidiary 50 years.
12. Journal vouchers and journal entries including
supporting detail:
(a) Journal vouchers and journal entries Ditto.
(b) Analyses, summarizations, distributions, and
other computations which support journal vouchers
and journal entries:
(1) Charging plant accounts 6 years. See §
152.10; 292.10;
441.10; or 542.10,
as appropriate.
(2) Charging all other accounts Ditto.
(c) Schedules for recurring journal entries Destroy when
superseded.
(d) Lists of standard journal entry numbers Ditto.
13. Cash books:
(a) General and subsidiary or auxiliary books 10 years after close
of fiscal year.
See Item 12(a).
14. Voucher registers:
(a) Voucher registers or similar records when used 6 years. See §
as a source document 152.10; 292.10;
441.10; or 542.10,
as appropriate.
15. Vouchers:
(a) Paid and canceled vouchers (one copy analysis Ditto. See §
152.10;
sheets showing detailed distribution of charges on 292.10; 441.10; or
individual vouchers and other supporting papers) 542.10, as
appropriate.
(b) Original bills and invoices for materials, 6 years. See §
services, etc., paid by vouchers 152.10; 292.10;
441.10; or 542.10,
as appropriate
(c) Paid checks and receipts for payments by voucher Ditto.
or otherwise
(d) Authorization for the payment of specific Ditto. See §
152.10;
vouchers 292.10; 441.10; or
542.10, as
appropriate
(e) Lists of unaudited bills (accounts payable), Destroy at option.
lists of vouchers transmitted and memoranda
regarding charges in unaudited bills
(f) Voucher indexes Ditto.
16. Accounts receivable (see Items 53 and 54 for
accounts with customers for utility service and
for merchandise sales):
(a) Records of accounts receivable pertaining to 3 years after
sales of utility plant settlement.
(b) Record or register of accounts receivable and Ditto.
indexes thereto and summaries of distribution
(c) Accounting department copies of invoices issued Ditto.
and supporting papers which do not accompany the
original invoices and authorizations for charges
including supporting papers
(d) Periodic statements of unsettled accounts, Destroy at option.
except trial balances
(e) Schedule of invoices to be issued Ditto.
17. Records of securities owned:
(a) Records of securities owned, in treasury, or 6 years after
with custodians (excluding temporary investment of disposal of the
cash) investment.
18. Payroll records:
(a) Payroll sheets or registers of payments of 6 years. See §
salaries and wages 152.10; 292.10;
441.10; or 542.10,
as appropriate.
(b) Records showing the distribution of salaries and Ditto. See Item
wages paid and summaries or recapitulation 12(b).
statements of such distribution
(c) Time tickets, time sheets, time books, time
cards, workmen's reports and other records showing
hours worked, description of work and accounts to
be charged:
(1) When used as a basis for payment of salaries and Ditto. See §
152.10;
wages supporting records described in Item 18(a) 292.10; 441.10; or
542.10, as
appropriate.
(2) When used solely as basis for supporting records Destroy at option.
described in Item 18(b) See §
152.10;
292.10; 441.10; or
542.10, as
appropriate.
(d) Paid checks, receipts for wages paid in cash and 3 years. See §
other evidences of payments for services rendered 152.10; 292.10;
by employees 441.10; or 542.10,
as appropriate.
(e) Applicants and authorizations for changes in Ditto.
wage and salary rates, summaries and reports of
changes in payrolls, and similar records
(f) Applications for payroll changes not authorized Destroy at option.
(g) Payroll authorizations and records of authorized 3 years.
positions
(h) Records of deductions from payrolls Destroy at option.
(i) Comparative or analytical statements of payrolls Ditto.
(j) Employee's individual earnings record 6 years after
termination of
employment.
19. Assignments, attachments, and garnishments:
(a) Record of assignments, attachments, and Destroy at option.
garnishments of employees' salaries, including
files of notices, etc., pertaining thereto
(b) Minors' salary releases Ditto.
INSURANCE
20. Insurance records:
(a) Records of insurance policies in force, showing Destroy at option
coverage, premiums paid and expiration dates after expiration
of such policies.
(b) Insurance policies Ditto.
(c) Records of amounts recovered from insurance 6 years. See §
companies in connection with losses and of claims 152.10; 292.10;
against insurance companies, including reports of 441.10; or 542.10,
losses and supporting papers as appropriate.
(d) Inspectors' reports and records of condition of Destroy when
property superseded.
(e) Insurance maps of property and structures Ditto.
erected thereon
(f) Records and statements relating to insurance Destroy at option.
requirements
21. Injuries and damages:
(a) Claim registers, card or book indexes and 2 years after
similar records in connection with claims settlement.
presented against the company in connection with
accidents resulting in damage to the property of
others or personal injuries
(b) Papers, reports, statements of witnesses, etc., Ditto.
necessary to the support or rejection of
individual claims against the company
(c) Other papers, reports or statements, pertaining Destroy at option.
to accidents resulting in property damages or
personal injuries, not necessary to the support or
rejection of claims
(d) Detailed schedules or spread sheets of payments 2 years after
to others for personal injuries or for property settlement.
damages
PERSONNEL
27. Personnel records:
(a) Employees' service records, length of service 3 years after
and other pertinent data termination of
employment.
(b) Applications for employment, requests for Destroy at option.
medical examination, 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 6 years after
accruals for pension liabilities supersession of
the study or
report or
termination of
plan.
(b) Pension or annuity payrolls 6 years.
(c) Pension paychecks 3 years.
(d) Records pertaining to employees' benefit Destroy at option.
programs
29. Instructions to employees and others:
(a) Bulletins or memoranda of general instructions 10 years after
issued by the company to employees pertaining to expiration or
changes in accounting, engineering, operating, supersession.
maintenance and construction policies
(b) Bulletins or memoranda of general instructions Destroy at option
issued by the company to employees pertaining to after expiration
accounting, engineering, operating, maintenance or supersession.
and construction methods and procedures
(c) Notices to employees on matters of discipline, Destroy at option.
deportment and other similar subjects
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
Item 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 6 years. See §
construction 152.10; 292.10;
441.10; or 542.10,
as appropriate.
(2) For other goods or services 6 years.
(b) Supporting documents including bids or proposals Ditto. (See Item
evidencing all relevant elements of the 12(b)).
procurement
(c) All other procurement records such as Destroy at option
requisitions, advices from suppliers, registers or after company's
similar records of invoices accounts have been
examined by
independent
accountants.
41. Material ledgers:
(a) Ledger sheets and card records of materials and 6 years. (See Item
supplies received, issued and on hand 12(b)).
(b) Statements of materials and supplies on hand, Destroy at option
per ledgers after completion
of annual audit by
independent
accountants.
42. Materials and supplies received and issued:
(a) Records and reports pertaining to receipt of Ditto.
materials and supplies
(b) Records of inspecting and testing materials and Destroy at option.
supplies
(c) Records showing the detailed distribution of 6 years. (See Item
materials and supplies issued during accounting 12(b)).
periods
(d) Records of material issued, transferred or
returned to stock:
(1) Showing quantities, unit prices, and accounts to 6 years.
be charged
(2) Showing only quantities and accounts to be Destroy at option if
charged the basic
information
contained thereon
is transferred to
other records.
(e) Minor records and reports pertaining to Destroy at option.
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) Authorizations for sale of scrap and materials 3 years.
and supplies
46. Rate schedules:
(a) General files of published rate sheets and Ditto.
schedules of utility service. (Including schedules
suspended or superseded)
(b) Divisional or local office copies of rate sheets 1 year after
and schedules of utility service expiration or
cancellation.
50. Miscellaneous billing data:
(a) Billing department's copies of contracts with Destroy at option.
customers (in addition to contracts in general
files)
(b) Service and inspection orders from which 1 year.
customers are charged and sundry charge advices
(c) Authorizations for charges under utility service 1 year after
contracts expiration of
contract.
(d) Standard billing sheets or schedules (showing Destroy at option.
computed bills of varying consumption according to
rates)
REVENUE ACCOUNTING AND COLLECTING
51. Revenue summaries:
(a) Summaries of monthly operating revenues 6 years.
according to classes of service for entire utility
(b) Summaries of monthly operating revenues 6 years.
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 2 years or as may be
necessary to
comply with
service rules
regarding refunds
on fast meters.
(b) Records used in lieu of customers' ledgers, such Ditto.
as bill summaries, registers, bill stubs, etc.
(c) Copies of large bills:
(1) If details are transcribed to ledgers covered by Destroy at option.
Item (a) above
(2) If details are not transcribed to ledgers 2 years.
(d) Trial balances of ledgers referred to above 1 year.
(e) Indexes to customers' accounts 2 years.
(f) Change of address notices Destroy at option.
(g) Cards and other records relating to forfeited 2 years.
discounts
54. Collection reports and records:
(a) Periodic reports, lists, and summaries of Destroy at option.
collections of operating revenues by collectors,
agents, and local or divisional or district
offices. (See Item 60(d))
(b) Bill stubs, copies of bills, collection slips, 6 months.
and other records pertaining to collections,
summarized or detailed in daily or periodic cash
reports
(c) Memorandum records of remittances from local or Ditto.
branch offices
Note: See Item 59 pertaining to deposits of cash
with banks. Item 59 applies to all bank accounts
whether at general, local, or divisional offices
55. Customers' account adjustments:
(a) Detailed records pertaining to adjustments of 1 year.
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 Ditto.
or not resulting in adjustments to customers'
accounts
56. Uncollectible accounts and customers' credit
records:
(a) Records of ratings, credit classifications, and Destroy at option.
investigations of customers
(b) Ledger accounts and supporting details of For period legally
customers' accounts considered to be uncollectible collectible.
(c) Reports and statements showing age and status of 1 year.
customers' accounts
(d) Data on unpaid final bills Ditto.
(e) Authorizations for writing off customers' 3 years.
accounts
TAX
57. Tax records:
(a) Copies of returns and schedules filed with
taxing authorities, supporting work papers,
records of appeals, tax bills and receipts for
payment. (See Item 15(b) for vouchers evidencing
disbursements):
(1) Federal income tax returns 7 years after
settlement.
(2) State income and property tax returns 2 years after
settlement.
(3) Sales and use taxes 3 years.
(4) Other taxes 2 years after
settlement.
(5) Agreements between associate companies as to 7 years after
allocation of consolidated income taxes settlement
(6) Schedule of allocation of consolidating federal Ditto.
income taxes among associate companies
(b) Summaries of taxes paid Destroy at option.
(c) Filings with taxing authorities to qualify 7 years after
employee benefit plans settlement of
federal return or
discontinuance of
plan, whichever is
later.
(d) Information returns and reports to taxing 3 years, or for the
authorities period of any
extensions granted
for audit.
TREASURY
58. Statements of funds and deposits:
(a) Summaries and periodic statements of cash Destroy at option.
balances on hand and with depositories
(b) Statements of managers' and agents' cash Destroy at option.
balances on hand and with depositories
(c) Authorizations for and statements of transfer of Ditto.
funds from one depository to another
(d) Requisitions and receipts for funds furnished Destroy at option
managers, agents, and others after funds have
been returned or
accounted for.
(e) Records of fidelity bonds of employees and Destroy at option
others responsible for funds of the utility after liability
and bonding
company has
expired.
(f) Reports and estimates of funds required for Destroy at option.
general and special purposes.
59. Records of deposits with banks and others:
(a) Copies of bank deposit slips Destroy at option
after completion
of annual audit by
independent
accountants.
(b) Advise of deposits made when information thereon Ditto.
is shown on other records which are retained
(c) Statements from depositories showing the details Ditto.
of funds received, disbursed, transferred, and
balances on deposit
(d) Bank reconcilement papers Destroy at option
after completion
of annual audit by
independent
accountants.
(e) Statements from banks of interest credits Ditto.
(f) Check stubs, registers, or other records of 6 years.
checks issued
(g) Correspondence and memoranda relating to the 6 years or destroy
stopping of payment of bank checks and to the at option after
issuance of duplicate checks check is
recovered.
60. Records of receipts and disbursements:
(a) Daily or other periodic statements of receipts Destroy at option
or disbursements of funds after completion
of annual audit by
independent
accountants.
(b) Records of periodic statements of outstanding Ditto.
vouchers, checks, drafts, etc. issued and not
presented
(c) Reports of associates showing working fund Ditto.
transactions and summaries thereof
(d) Reports of revenue collections by field Ditto.
cashiers, pay stations, etc.
MISCELLANEOUS
61. Statistics and miscellaneous:
(a) Annual financial, operating and statistical 10 years after date
reports regularly prepared in the course of of report.
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, 2 years after date
operating and other statistical reports as above of report.
(c) All other statistical reports (not covered Destroy at option.
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 3 years.
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
63. Correspondence:
(a) Correspondence and indexes thereto relating to Retain for the
offices covered by other items of these period prescribed
regulations for the item to
which it relates
where necessary to
a 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, Ditto.
securities, etc.
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
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
plant, (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.
65. Reports to Federal and State regulatory commissions:
(a) Annual financial, operating and statistical Life of corporation.
reports
(b) Monthly and quarterly reports of operating 2 years after date
revenues, expenses, and statistics of report.
(c) Special or periodic reports on the following
subjects:
(1) Transactions with associated companies 6 years.
(2) Budgets of expenditures 3 years.
(3) Accidents 6 years.
(4) Employees and wages 5 years.
(5) Loans to officers and employees 3 years after fully
paid.
(6) Issues of securities 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.
(7) Purchases and sales, utility properties Life of corporation.
(8) Plant changes--units added and retired Ditto.
(9) Service interruptions 6 years.
66. Other miscellaneous records:
(a) Copies of advertisements by the company in 6 years.
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 Destroy when
superseded.
