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:
(6) (a) Minute Books
(6) (b) Titles, Franchises, Licenses
(6) (c) Permits
(6) (d) 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
ITEMDESCRIPTION
RETENTION PERIOD
CORPORATE AND GENERAL
1.
Capital stock records:
(a) Capital stock ledgers or other records showing the same information
6 years after the 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, requests for allotments and other essential papers related thereto
2 years after settlement.
(c) Stubs or similar records of capital stock certificate issuance where not used as capital stock ledger record
6 years after cancellation of 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 records
6 years after last 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 or in the office of some other public recording authority; and other papers presented by any bank or trust company requesting transfers in its capacity as a fiduciary and miscellaneous papers
Destroy at option or return to stockholder.
(f) Canceled capital stock certificates where not used as capital stock ledger records
6 years after 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 issuances of stock certificates to replace lost certificates
6 years after expiration of bonds.
(i) Letters, notices, reports, statements and other communications distributed to all stockholders of a particular class:
(1) Formal communications addressed to all 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
Life of corporation.
(2) Interim reports of operations, speeches of corporate officers, notices of change of corporate address of telephone numbers, etc.
6 years after the date thereof.
(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 represented at meetings
1 year.
3.
Reports to stockholders:
(a) Annual reports or statements to stockholders
Life of corporation.
(b) Written acknowledgments of receipts of reports to stockholders and written requests for copies of such reports
Destroy at option.
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, warrants, subscription notices, requests for allotment and essential papers related thereto
3 years after settlement.
(c) Stubs or similar records of bond and debenture certificates issued
3 years after redemption.
(d) Papers pertaining to or supporting transfers of registered bonds and debentures:
(1) Papers that are recorded officially in a court or in the office of some other public recording authority; and other papers presented by any bank or trust company requesting transfers in its capacity as a fiduciary, plus other miscellaneous papers
Destroy at option or return to holders of the bonds or debentures.
(e) Records of bond and debenture interest coupons paid and unpaid
Destroy at option. See § 152.14 (c) ; 292.14(c); 441.14(c); or 542.14(c), as appropriate.
(f) Canceled bonds and debentures and paid interest coupons pertaining thereto
Ditto. See § 152.14(c); 292.14 (c) ; 441.14(c); or 542.14(c), as appropriate.
(g) Trust indentures, loan agreements or other contracts or agreements securing debt securities issued. (If such papers or documents are included among the records covered by Item 5 of the Regulation, this instruction will not apply)
6 years after redemption.
(h) Copies of reports, statements, letters or memoranda filed with Trustee(s) pursuant to provisions of trust indenture or other security instrument or agreement securing debt securities issued
6 years after redemption. (Destroy at option provided that the 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 temporary borrowings
3 years after 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 authority to issue stocks, bonds, and other securities, including copies of exhibits in support of such applications
25 years or until all securities covered are 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 regulatory bodies granting authority to issue securities
Until securities covered are retired.
(3) Reports filed with regulatory bodies in compliance with authorizations to issue securities. (Reports of sales of securities of application of proceeds, etc.) File copies of such reports and supporting papers
Until securities covered are retired.
(b) Copies of registration statements and other data filed with the Securities and Exchange Commission:
(1) In connection with offerings of securities for sale to the public or the listing of securities on exchanges, including supporting papers
25 years or until all securities 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 filed in compliance with either the Securities Act of 1933 or the Securities Exchange Act of 1934
25 years.
6.
Organizational documents:
(a) Minute books of stockholders', directors', and directors' committee meetings, and of Board of Light Commissioners or other municipal governing body
Life of corporation. (Permanently for municipalities.)
(b) Titles, franchises, and licenses:
(1) Deeds and other title papers (including abstracts of title and supporting data)
6 years after property is disposed of unless surrendered to transferee.
(2) Corporate charters or certificates of incorporation
Life of corporation.
(3) Franchises and certificates authorizing operations as a public utility
Ditto.
(4) Licenses (including amendments thereof) granted by Federal or State authorities for construction and operation of utility plant
25 years after plant is retired or expiration of license, whichever is shorter.
(5) Copies of formal orders of regulatory commissions served upon the utility
Life of corporation.
(6) Records of action by voters as to establishing a municipal utility or extensions thereto
Ditto.
(c) Permits:
(1) Permits and granted applications for the use of facilities of others
6 years after expiration or cancellation.
(2) Copies of permits and applications granted others for the use of the utility's facilities
Ditto.
(3) Applications for the use of facilities not granted and copies of such applications
Destroy at option.
(4) Permits of a temporary nature for municipalities or others to perform specific work, such as permits to open streets
Destroy at option.
(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, accounting and financial services
6 years after expiration or cancellation.
(b) Contracts with other utilities for the purchase, sale or interchange of product
Ditto.
(c) Leases pertaining to rentals of property to or from others
Ditto.
(d) Contracts and agreements with individual employees, labor unions, company unions, and other employee organizations relative to wage rates, hours and similar matters
Ditto.
(e) Contracts, agreements, and/or other essential records necessary to the carrying out of the functions of an employee's stock purchase or other type of employees' saving plan
Ditto.
(f) Contracts or agreements for the acquisition or disposal of investments (Excluding temporary cash investments)
25 years after disposal.
(g) Memoranda essential to clarifying or explaining provisions of contracts listed above
For the same period as contracts to which they relate.
(h) Card or book records of contracts, leases, and agreements made showing dates of expiration and of renewals, memoranda of receipts and payments under such contracts, etc.
Ditto.
8.
Accountants' and auditors' reports:
(a) Reports of examinations and audits by accountants and auditors not in the regular employ of the utility (Such as reports of public accounting firms and regulatory commission accountants)
7 years after date of report or Commission audit, whichever comes 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 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
Destroy at option.
(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 ledgers except ledgers provided for elsewhere
Ditto.
(b) (1) Indexes to general ledgers
Ditto.
(2) Indexes to subsidiary ledgers except ledgers provided for elsewhere
Ditto.
(c) Trial balance sheets of general and subsidiary ledgers
2 years.
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 as a source document
6 years. See § 152.10; 292.10; 441.10; or 542.10, as appropriate.
15.
Vouchers:
(a) Paid and canceled vouchers (one copy analysis sheets showing detailed distribution of charges on individual vouchers and other supporting papers)
Ditto. See § 152.10; 292.10; 441.10; or 542.10, as appropriate.
(b) Original bills and invoices for materials, services, etc., paid by vouchers
6 years. See § 152.10; 292.10; 441.10; or 542.10, as appropriate
(c) Paid checks and receipts for payments by voucher or otherwise
Ditto.
(d) Authorization for the payment of specific vouchers
Ditto. See § 152.10; 292.10; 441.10; or 542.10, as appropriate
(e) Lists of unaudited bills (accounts payable), lists of vouchers transmitted and memoranda regarding charges in unaudited bills
Destroy at option.
(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 sales of utility plant
3 years after settlement.
(b) Record or register of accounts receivable and indexes thereto and summaries of distribution
Ditto.
(c) Accounting department copies of invoices issued and supporting papers which do not accompany the original invoices and authorizations for charges including supporting papers
Ditto.
(d) Periodic statements of unsettled accounts, except trial balances
Destroy at option.
(e) Schedule of invoices to be issued
Ditto.
17.
Records of securities owned:
(a) Records of securities owned, in treasury, or with custodians (excluding temporary investment of cash)
6 years after disposal of the investment.
18.
Payroll records:
(a) Payroll sheets or registers of payments of salaries and wages
6 years. See § 152.10; 292.10; 441.10; or 542.10, as appropriate.
(b) Records showing the distribution of salaries and wages paid and summaries or recapitulation statements of such distribution
Ditto. See Item 12(b).
(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 wages supporting records described in Item 18(a)
Ditto. See § 152.10; 292.10; 441.10; or 542.10, as appropriate.
(2) When used solely as basis for supporting records described in Item 18(b)
Destroy at option. See § 152.10; 292.10; 441.10; or 542.10, as appropriate.
(d) Paid checks, receipts for wages paid in cash and other evidences of payments for services rendered by employees
3 years. See § 152.10; 292.10; 441.10; or 542.10, as appropriate.
(e) Applicants and authorizations for changes in wage and salary rates, summaries and reports of changes in payrolls, and similar records
Ditto.
(f) Applications for payroll changes not authorized
Destroy at option.
(g) Payroll authorizations and records of authorized positions
3 years.
(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 garnishments of employees' salaries, including files of notices, etc., pertaining thereto
Destroy at option.
(b) Minors' salary releases
Ditto.
INSURANCE
20.
Insurance records:
(a) Records of insurance policies in force, showing coverage, premiums paid and expiration dates
Destroy at option after expiration of such policies.
(b) Insurance policies
Ditto.
(c) Records of amounts recovered from insurance companies in connection with losses and of claims against insurance companies, including reports of losses and supporting papers
6 years. See § 152.10; 292.10; 441.10; or 542.10, as appropriate.
(d) Inspectors' reports and records of condition of property
Destroy when superseded.
(e) Insurance maps of property and structures erected thereon
Ditto.
(f) Records and statements relating to insurance requirements
Destroy at option.
21.
Injuries and damages:
(a) Claim registers, card or book indexes and similar records in connection with claims presented against the company in connection with accidents resulting in damage to the property of others or personal injuries
2 years after settlement.
(b) Papers, reports, statements of witnesses, etc., necessary to the support or rejection of individual claims against the company
Ditto.
(c) Other papers, reports or statements, pertaining to accidents resulting in property damages or personal injuries, not necessary to the support or rejection of claims
Destroy at option.
(d) Detailed schedules or spread sheets of payments to others for personal injuries or for property damages
2 years after settlement.
PERSONNEL
27.
Personnel records:
(a) Employees' service records, length of service and other pertinent data
3 years after termination of employment.
(b) Applications for employment, requests for medical examination, medical examiner's report, photographs and other identification records, and other miscellaneous records pertaining to the hiring of employees
Destroy at option.
28.
Employees' benefit and pension records:
(a) Detailed records showing computations of accruals for pension liabilities
6 years after 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 programs
Destroy at option.
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
10 years after expiration or supersession.
(b) Bulletins or memoranda of general instructions issued by the company to employees pertaining to accounting, engineering, operating, maintenance and construction methods and procedures
Destroy at option after expiration or supersession.
(c) Notices to employees on matters of discipline, deportment and other similar subjects
Destroy at option.
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 construction
6 years. See § 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 evidencing all relevant elements of the procurement
Ditto. (See Item 12(b)).
(c) All other procurement records such as requisitions, advices from suppliers, registers or similar records of invoices
Destroy at option after company's accounts have been examined by independent accountants.
41.
Material ledgers:
(a) Ledger sheets and card records of materials and supplies received, issued and on hand
6 years. (See Item 12(b)).
(b) Statements of materials and supplies on hand, per ledgers
Destroy at option after completion of annual audit by independent accountants.
42.
Materials and supplies received and issued:
(a) Records and reports pertaining to receipt of materials and supplies
Ditto.
(b) Records of inspecting and testing materials and supplies
Destroy at option.
(c) Records showing the detailed distribution of materials and supplies issued during accounting periods
6 years. (See Item 12(b)).
(d) Records of material issued, transferred or returned to stock:
(1) Showing quantities, unit prices, and accounts to be charged
6 years.
(2) Showing only quantities and accounts to be charged
Destroy at option if the basic information contained thereon is transferred to other records.
(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
Destroy at option.
43.
Records of sales of scrap and materials and supplies:
(a) Authorizations for sale of scrap and materials and supplies
3 years.
46.
Rate schedules:
(a) General files of published rate sheets and schedules of utility service. (Including schedules suspended or superseded)
Ditto.
(b) Divisional or local office copies of rate sheets and schedules of utility service
1 year after expiration or cancellation.
50.
Miscellaneous billing data:
(a) Billing department's copies of contracts with customers (in addition to contracts in general files)
Destroy at option.
(b) Service and inspection orders from which customers are charged and sundry charge advices
1 year.
(c) Authorizations for charges under utility service contracts
1 year after expiration of contract.
(d) Standard billing sheets or schedules (showing computed bills of varying consumption according to rates)
Destroy at option.
REVENUE ACCOUNTING AND COLLECTING
51.
Revenue summaries:
(a) Summaries of monthly operating revenues according to classes of service for entire utility
6 years.
(b) Summaries of monthly operating revenues according to classes of service by towns, districts, or divisions. (Including summaries of forfeited discounts and penalties)
6 years.
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 as bill summaries, registers, bill stubs, etc.
Ditto.
(c) Copies of large bills:
(1) If details are transcribed to ledgers covered by Item (a) above
Destroy at option.
(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 discounts
2 years.
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 Item 60(d))
Destroy at option.
(b) Bill stubs, copies of bills, collection slips, and other records pertaining to collections, summarized or detailed in daily or periodic cash reports
6 months.
(c) Memorandum records of remittances from local or branch offices
Ditto.
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 customers' accounts for overcharges, undercharges, and other errors, results of which have been transcribed to other records
1 year.
(b) Detailed records of high–bill complaints whether or not resulting in adjustments to customers' accounts
Ditto.
56.
Uncollectible accounts and customers' credit records:
(a) Records of ratings, credit classifications, and investigations of customers
Destroy at option.
(b) Ledger accounts and supporting details of customers' accounts considered to be uncollectible
For period legally collectible.
(c) Reports and statements showing age and status of customers' accounts
1 year.
(d) Data on unpaid final bills
Ditto.
(e) Authorizations for writing off customers' accounts
3 years.
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 allocation of consolidated income taxes
7 years after settlement
(6) Schedule of allocation of consolidating federal income taxes among associate companies
Ditto.
(b) Summaries of taxes paid
Destroy at option.
(c) Filings with taxing authorities to qualify employee benefit plans
7 years after settlement of federal return 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 hand and with depositories
Destroy at option.
(b) Statements of managers' and agents' cash balances on hand and with depositories
Destroy at option.
(c) Authorizations for and statements of transfer of funds from one depository to another
Ditto.
(d) Requisitions and receipts for funds furnished managers, agents, and others
Destroy at option after funds have been returned or accounted for.
(e) Records of fidelity bonds of employees and others responsible for funds of the utility
Destroy at option after liability and bonding company has expired.
(f) Reports and estimates of funds required for general and special purposes.
Destroy at option.
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 is shown on other records which are retained
Ditto.
(c) Statements from depositories showing the details of funds received, disbursed, transferred, and balances on deposit
Ditto.
(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 checks issued
6 years.
(g) Correspondence and memoranda relating to the stopping of payment of bank checks and to the issuance of duplicate checks
6 years or destroy at option after check is recovered.
60.
Records of receipts and disbursements:
(a) Daily or other periodic statements of receipts or disbursements of funds
Destroy at option after completion of annual audit by independent accountants.
(b) Records of periodic statements of outstanding vouchers, checks, drafts, etc. issued and not presented
Ditto.
(c) Reports of associates showing working fund transactions and summaries thereof
Ditto.
(d) Reports of revenue collections by field cashiers, pay stations, etc.
Ditto.
MISCELLANEOUS
61.
Statistics and miscellaneous:
(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
10 years after date of report.
(b) Quarterly, monthly or other periodic financial, operating and other statistical reports as above
2 years after date of report.
(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
Destroy at option.
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
3 years.
63.
Correspondence:
(a) Correspondence and indexes thereto relating to offices covered by other items of these regulations
Retain for the period prescribed for the item to which it relates where necessary to a proper explanation of same.
(b) Stenographers' notebooks and dictaphone or other mechanical device records
Destroy at option.
(c) Mailing lists of prospects for appliance sales, securities, etc.
Ditto.
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 reports
Life of corporation.
(b) Monthly and quarterly reports of operating revenues, expenses, and statistics
2 years after date 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 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)
