Description of accounts

GENERAL AND FINANCIAL-Continued

9. Journal entries:

(a) Journal entries and interdepartmental bills and
supporting papers.

(b) Slips or statements giving advance postings of
miscellaneous receipts and payments of funds.
(c) Records of prepaid expenses and of accrued lia-
bilities not due, used for monthly apportion-
ment of such items, but not constituting sup-
porting papers covered by item (a) above.

10. Accounts receivable records:

Period to be retained

Permanently.

1 year after current year.

1 year after current year.

(a) Record or register of accounts receivable bills Permanently.
except as covered in items 1 (d) and (e) and
indexes thereto, and summaries of distribution
of credits through bills for entry in general
books.

(b) Accounting department copies of bills issued and
supporting papers which do not accompany
the original bills, except bills for service cov-
ered by item 41 (b) and (c), if recorded in
records covered by item (a) above.
item 20).

(c) Authorizations for accounts receivable bills,
other than supporting papers, with notations
of dates of issue.

6 years.

(See

3 years.

(a) General codes (official copies).

(b) Money transfer service, and similar codes (offi-
cial copies).

13. Titles and franchises:

Deeds and other title papers and franchises... 14. Contracts and agreements:

(a) Contracts, leases, and agreements, except those
provided for in items 18, 20, 71, and 80.

(b) Contracts and agreements with employees for
the purchase of securities; and reports and
memoranda pertaining thereto.

(c) Card or book records of contracts, leases, and
agreements made and of expirations and re-
newals.

(d) Summaries and abstracts of contracts, leases,
and agreements covered by items (a) and (b)
above.

15. Permits:

(a) Permits and granted applications for the use of facilities of others.

See footnote (1) of this table.

Permanently.

Permanently.
6 years after
cellation.

Permanently.

can

6 years after expiration or cancellation.

6 years after expira-
tion or cancella-
tion.

6 years after expira-
tion or cancella-
tion.
Optional.

3 years after expiration or cancellation.

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Description of accounts

GENERAL AND FINANCIAL-Continued

15. Permits-Continued.

(b) Copies of permits and applications granted others for the use of the carrier's facilities.

(c) Applications for the use of facilities not granted
and copies of such application.

(d) Permits of a temporary nature, from municipal
or other bodies to perform specific work, such
as permits to open streets and place poles and
copies of petitions for such permits.

16. Retired securities:3
Canceled stock certificates, bonds, notes, interest
coupons,, receiver's certificates, and temporary
certificates.

17. Fidelity bonds:

Records and files of fidelity bonds of employees.--. 18. Insurance records:

(a) Schedules of fire and other insurance, also rec-
ords relating to premiums and amounts
recovered and papers substantiating claims
against insurance companies.

(b) Fire, liability, automobile, and other insurance
policies.

(c) Record of policies in force and notices of changes
in and cancellation of such policies.

(d) Inspectors' reports and records of condition of

property.

Period to be retained

3 years after expira-
tion or cancella-
tion.
Optional.

Optional.

May be destroyed at option of carriers upon complying with requirements of $42.33.

3 years after expiration.

6 years.

Optional.

3 years after expiration.

3 years.

(e) Letter, telegraphic or wireless reports of fire
damages.

Optional.

(f) Reports of minor losses by fire not covered by
insurance or less than minimum amount col-
lectible.❜

Optional.

(g) Watchmen's reports and other minor reports and
memoranda pertaining to insurance and dam-
age.3

Optional.

Optional.

(h) Records and statements relating to insurance
requirements.

19. Tax records:

Copies of schedules and returns to taxing authorities
for tax purposes and records of appeals.

20. Plant and equipment fixed (capital) records:
(a) Records and memoranda of the cost and of the
inventory value of plant and equipment.

3

(b) Records and memoranda pertaining to deprecia-
tion, retirement, and replacements of plant
and equipment.

(c) Contracts and other agreements relating to the
construction, acquisition, or sale of plant and
equipment.

See footnote (1) of this table.

6 years.

Permanently.

Permanently.

Permanently.

All accounts, records, and memoranda requisite for making a complete analysis of cost of plant and equipment shall be retained permanently. If any of the accounts, records, and memoranda elsewhere provided for in the regulations in this part, are of this character, they shall be retained permanently regardless of any lesser period of retention assigned to them.

Page 429

Description of accounts

GENERAL AND FINANCIAL-Continued

20. Plant and equipment fixed (capital) records-Con.
(d) Records, reports, summary sheets, statements,
distribution sheets, and similar records and
papers directly supporting debits and credits
to plant and equipment accounts.

(e) Records, reports, and papers pertaining to the
detail of debits and credits to plant and equip-
ment accounts such as time tickets, time check
rolls, workmen's reports, work orders, material
disbursement and recovery tickets, and other
preliminary and underlying records if the de-
tails of such debits and credits have been sum-
marized to records covered by items (a) to (d)
above in such a manner as will preserve a com-
plete record of the transaction.

(f) Book or card records, showing measurements,
description, location, quantities, etc. of physi-
cal plant and equipment owned.

21. Authorities for expenditures:

(a) Estimates, completion reports, and authorities for expenditures, and registers and records thereof, for construction, extensions, additions, and betterments made.

(b) Detail records and memoranda used in prepara-
tion of estimates and minor reports and state-
ments pertaining thereto, if summarized in
records covered by item (a) above.

(c) Estimates, detail records, and memoranda and
reports pertaining thereto, when the expendi-
tures were not authorized, except as covered
by item 22.

(d) Records, reports, and statements showing com-
parison between authorized estimates and
actual expenditures.

(e) Notices of the approval of estimates-
(f) Records and reports pertaining to the progress
of construction work, the order in which jobs
are to be completed, orders to expedite specific
work, reports and statements of completed and
uncompleted work orders, and similar records
which do not form a basis of charges or credits
to the accounts.

22. Engineering records:
(a) Maps, profiles, plans, specifications, estimates of
work, records of engineering studies, unit costs,
and similar records pertaining to projects
which have been put into execution, whether
in whole or in part.

(b) Maps, profiles, plans, specifications, estimates
of work, records of engineering studies, and
similar records pertaining to projects which
have been abandoned.

Period to be retained

Permanently.

3 years.

Permanently.

Permanently.

3 years.

Optional.

Permanently.

Optional.
Optional.

Permanently.

6 years.

Page 430

Description of accounts

GENERAL AND FINANCIAL Continued

23. Traveling accountants' and auditors' reports:
(a) Reports of examinations and audits by special
accountants and traveling auditors.

(b) Reports and records of incidental and miscel-
laneous audits.

24. Division auditors' reports:

Reports and statements from division auditors of revenues, expenses, receipts, disbursements operations, and similar items.

TREASURY

30. Statements of funds and deposits:

(a) Statements and summaries of balances on hand and with depositaries.

(b) Authorities for and statements of transfer of funds from one depositary to another.

(c) Periodical statements of working cash balances. (d) Requisitions and receipts for funds furnished managers, agents, and others.

(e) Reports and estimates of working funds required.
(f) Statements of managers' and agents' deposits,

grouped by depositaries.

31. Records of deposits with banks and others:

(a) Statements from depositaries regarding funds received, disbursed, and transferred.

(b) Bank reconcilement papers.

(c) Statements from banks of interest due on average daily balances.

3 years.

6 years.

3 years.
Optional.

(d) Bank deposit books and stubs, ledgers, or records

of checks.

(e) Copies of bank deposit slips

3

(f) Advice of deposits made when information con-
tained thereon is shown on other records which
are retained.

(g) Correspondence and memoranda relating to the
stopping of payment of bank checks and to the
issuance of duplicates.

32. Records of receipts and disbursements:
(a) Daily or other periodical statements of the re-
ceipt and disbursement of funds. (See note
(5), item 4.)

(b) Records or periodical statements of outstanding
vouchers, checks, drafts, etc., issued and not
presented.

(c) Cash remittance slips or reports of managers and
agents and general office summaries thereof.
(d) Voucher lists, showing mailing dates and to
whom sent.

See footnote (1) of this table.

6 years.

3 years.

6 years.

3 years.

Optional.

Page 431

Description of accounts

GENERAL AND FINANCIAL-Continued

TREASURY-continued

33. Managers' and agents' balances:

Period to be retained

Records of managers' and agents' accounts showing 3 years. working fund debits and credits from various

sources.

34. Field cashiers' balances:

Reports of working fund balances in hands of field cashiers.

3 years.

35. Records pertaining to verifications of treasurers' cash 3 years. or securities.

40. Revenue summaries:

REVENUES

(a) Records and summaries of revenues (by classes)
for entry in general books.
(b) Reports from managers, agents, and others show-
ing debits and credits to revenue from all
sources, and summaries of such reports.
(c) Statements and summaries of telephone or of
wireless message toll charge tickets and tele-
gram or cable charge tickets, if summarized
into records covered by item (a) or (b) above.

41. Collection reports and records:

(a) Itemized lists and summaries of collections of
operating revenues by agents, collectors, and
branch offices.

(b) Bill stubs, copies of bills, collection tickets, col-
lection books, and other forms of reporting col-
lections covered by item (a) above.

(c) Bill stubs, copies of bills, and statements of col-
lections of operating revenues not used for re-
porting collections covered by item (a) above."
(d) Statements and reports of amounts collected or
due from employees for meals furnished.
(e) Records of coin box collection books, coin box
combinations, seals applied and removed from
coin boxes, and similar records, and reports
relative to the collection of operating reve-
nues.3

(f) Records of ratings, credit classification and in-
vestigations of patrons and prospective sub-
scribers.

6 years.

3 years.

1 year.

3 years.

1 year.

Optional.

Optional.

Optional.

1 year.

(g) Reports relating to the status of subscribers' and Optional.

customers' accounts.3

42. Remittances and deposits:

Local office records of remittances and deposits.. 3 years.

43. Adjustments with agents:

Detail records and reports of adjustments with
managers, agents, and other employees on ac-
count of revenue, disbursements, or other
items.

44. Subscribers' and customers' account adjustments:
Detail records of adjustments of accounts of sub-
scribers and other customers for overcharges,
undercharges, and other errors, results of
which have been transcribed to records cov-
ered by item 40.

See footnote (1) of this table.

Page 432

3 years.

3 years.