Item Description of accounts, etc. AGENCIES-continued Period to be retained 165 166 167 168 169 170 171 172 Sealed bags, valuable packages, safes, and packing trunks: (b) Records of such shipments forwarded and received. (a) Employees' receipts for valuable shipments... Contracts and agreements by agents (see item 14(j)). Business solicitation records and reports. Duplicate copies of statements, reports, etc., comprising agency records.. All agency records not specifically provided for in items 140 to 171.. 2 years. 2 years. 1 year. 2 years after expiration. Optional after period assigned. 2 years. FOREIGN OPERATIONS Accounts receivable statements with foreign shipping correspondents.. Records of amounts advanced or prepaid in connection with export shipments. 3 years. Claims relating to export and import shipments: (a) All papers substantiating claims whether filed separately or attached (b) Statements and reports not necessary to support claims or vouchers. Corrections: (a) Copies of letters to correct errors in foreign settlements. Customs records: (d) Documents necessary to clear abandoned shipments through customs. (f) Records or indexes of customs entries. (g) Other records relating to clearing shipments through customs. (a) Copies of letter expensing charges on foreign offices... (a) Records of premiums collected on foreign shipments.. (b) Copies of insurance certificates furnished by foreign forwarders for use Records and files relating to custom-house indemnity bonds...---- Do. 4 years after settlement or rejection. 2 years. For the period prescribed for the records to which the correspondence relates. 1 year. Do. Do. 3 years. Do. 1 year after goods are sold. 1 year. Do. 2 years. 1 year. (a) Copies of brokerage instructions to customs brokerage correspondents.. 1 year. (c) Instructions to vehicle men for special calls for delivery of export- Copies of lighterage orders for transfer to outgoing steamers. 203 204 Notices from railroad agents of export shipments not covered by through Do. Rate quotations relating to shipping, routing, or billing export and import 3 years. 209 Routing order reports from foreign agents.. 210 Shipping instructions to or by shippers, freight representatives, or others for billing, routing, or handling export and import shipments. (b) Records and indexes of import shipments from one foreign port via (a) Records and indexes of shipments by lot numbers, or by name of 5 years 1 year. Do. 3 years. Item Description of accounts, etc. FOREIGN OPERATIONS-Continued Period to be retained 211 212 213 Shipments to seaboard: (a) Routing and arrival reports of export shipments. (b) Records showing splitting up and disposition of shipments in cars Shipments from seaboard, receipts for when covered by through bills of lading. (a) Copies of settlements of through charges.. (b) Records of ocean freight payments... 214 215 Statistics: Solicitation reports from agents for export or import business.. 3 years. Do. Do. 1 year. 3 years. (a) Copies of monthly reports covering increases and decreases of fixed 6 years. (b) Details of cost of foreign shipments by foreign offices... (c) Cards for recording costs on export or import shipments.. 1 year. 216 217 Tracer files relating to foreign shipments not the subject of claims... (e) Other records and reports of comparative statistics relating to foreign (d) Records and reports of movement and volume of export and import 3 years. Reports to Interstate Commerce Commission and other regulating bodies: (b) Periodical reports of operating revenues, expenses, and income, file copies of, and supporting papers. (c) Accident reports, file copies of, and supporting records and papers.. Statistical summaries and statements used for administrative purposes and Periodical statements of estimated revenues and expenses not used as a basis Comparative statements of performance based on mileage, commodity, ton- Tabulating cards and similar underlying data when results are transcribed Correspondence: MISCELLANEOUS (a) Letters, notes, memoranda, etc., and records thereof, relating to sub- (b) Stenographers' notebooks and phonograph and other mechanical de- (d) Extra copies of letters and memoranda used for tracing or other purposes, if the original or a copy is retained as provided in (a) above. Written authorities to destroy accounts, records, and memoranda, and certificates of such destruction, required by public authorities (see §§ 1223.7, 1223.8(c), 1223.8(d), and 1223.9). 252 Reports and records in connection with detective service, investigation of robberies, and attempts to defraud, when not the subject of claims. Duplicates of accounts, records, and memoranda listed in these regulations when they are not provided for otherwise and when they contain no information other than that shown on the originals (see § 1223.13b). 3 years. Permanent. 2 years. 3 years. 3 years 2 years. 2 years. For the per iod prescribed for For the period prescribed for Permanent. Optional. (a) Maps, profiles, plans, specifications, estimates, and similar engineer- Permanent. (b) Engineering statements and records similar to those covered by (a) 3 years. Records of employees: (a) Applications for employment, reports and certificates of examinations, 1 year. (b) Applications for employment ar.d replies thereto not resulting in Optional Item 256 257 258 -259 260 Description of accounts, etc. MISCELLANEOUS-continued Provident department records, such as employees' relief, hospital, insurance, and savings departments, other than records pertaining to receipt and disbursement of funds. NOTE: Records pertaining to the receipt and disbursement of funds must be retained for the same periods as are provided for similar records in item 25. (a) Copies of requests for annual, term, and trip passes and for reduced fare permits. (b) Records of passes received, including reduced fare permits... (c) Stubs of notices to conductors of authority to use pass----- Drafts and financial paper stock: (a) Records of drafts and financial paper stock received, issued, and canceled. (b) Requisitions and receipts for drafts and financial paper stock furnished to officers, agents, and banks. (c) Notices of drafts and financial paper lost or stolen.. (d) Records and files pertaining to the extension of time limits on drafts and financial paper. (e) Records of identification cards issued to payees of financial paper, and applications therefor. 1224.5 Supervision of destruction. 1224.6 Record of records destroyed. 1224.7 Carriers going out of business. 1224.8 Prescribed periods of retention. AUTHORITY: The provisions of this Part 1224 issued under 12, 20, 24 Stat. 383, as amended, 386, as amended; 49 U.S.C. 12, 20, unless otherwise indicated. SOURCE: The provisions of this Part 1224 appear at 32 F.R. 20434, Dec. 20, 1967, unless otherwise noted. § 1224.1 Regulations prescribed. Effective January 1, 1962, each carrier by pipe line subject to the provisions of the Interstate Commerce Act, and each trustee, executor, administrator, or assignee of any such carrier, shall comply with the regulations in this subpart before destroying any operating, accounting, or financial papers, records, books, blanks, tickets, stubs, correspondence, or documents. Period to be retained 1 year. 3 years after expiration or cancellation. Optional. 3 years. Do. Do. Do. Do. Do. Do. Optional. 3 years. Do. Do. Do. Do. Optional. Do. 3 years. destroyed and prescribe the length of time the same shall be preserved, but mention of a record or document hereinafter imposes no requirement that it shall be installed if its purpose is otherwise being adequately served. Compliance with the regulations in this subpart will not exempt a carrier from statutory requirements, other than provisions of the Interstate Commerce Act, for retention of records or documents for periods longer than those herein prescribed. § 1224.3 Authority to destroy records. (a) General authority. Carriers by pipe lines subject to the regulations in this subpart may destroy records or documents named or described in the regulations in this subpart after they have been preserved for the prescribed periods of time. Permanent records are those which may not be destroyed without special authority. (b) Special authority. A carrier subject to the provisions of the regulations in this subpart proposing to destroy records or documents which are not named or described in the regulations in this subpart or which, if named or described, are of a character that they are no longer needed for the prescribed periods of years because of retirement of property, or the information is sufficiently available in other records to be kept for required periods of years, or other good cause, may request special authority to destroy such records or documents. Applications for such special authority shall describe in detail the records or documents to be destroyed and shall explain why their continued retention is deemed to be unnecessary. (c) Authority to destroy certain records. The carrier's Board of Directors or executive committee at its option may by a formal corporate act of appointment delegate to a bank, trust company, or similar institution having custody of pipe line records in the normal course of business, the authority to destroy such records upon compliance with the requirements of these regulations. When documents represent debt secured by a mortgage or denture trust agreement, the record of destruction shall also be authenticated by a representative of the trustee. § 1224.4 Photographic copies. (a) Records and documents may be destroyed if they have been suitably photographed, and the microfilm is retained in lieu of the original record or document for the period prescribed for such criginals, subject, however, to the following limitations: (1) Records listed in the following items of § 1224.8 may not be destroyed even though photographed for preservation on microfilm, unless specifically authorized by the Commission: (3) All other records listed in § 1224.8 not included in the foregoing may be destroyed after being suitably photographed for preservation on microfilm. (b) To be acceptable in lieu of original records, photographic copies must meet the following minimum requirements: (1) Photographic copies shall be no less readily accessible than the original record or document as normally filed or preserved would be, and suitable means or facilities shall be available to locate, identify, read, or reproduce such photographic copies. characteristics, (2) Any significant feature, or other attribute of the original record or document, which photography in black and white will not preserve, shall be clearly indicated before the photograph is made. 603 (3) The reverse side of printed forms need not be copied if nothing has been added to the printed matter common to all such forms, but an identified speciment of such form shall be on the film for reference. (4) Film used for photographing copies shall be of permanent record type meeting in all respects the minimum specifications of the National Bureau of Standards, and all processes recommended by the manufacturer shall be observed to protect it from deterioration or accidental destruction. § 1224.5 Supervision of destruction. (a) Within six months after the effective date of the regulations in this subpart, or within six months after becoming subject to this provision, each carrier shall appoint an officer or other responsible employee to supervise the destruction of records and documents. Such appointment shall be by formal corporate act of the board of directors or its executive committee. An existing appointment made under prior regulations shall be recognized as being in compliance with the regulations in this subpart. (b) If the property of a carrier is in the hands of a trustee, executor, administrator, or assignee, the officer or other responsible employee to have supervision of the destruction of records and documents shall be designated by such trustee, executor, administrator, or assignee. (c) It is not required that a copy of the resolution or order of appointment be filed with the Commission. § 1224.6 Record of records destroyed. (a) The supervising officer or other designated employee shall maintain or shall cause to be maintained a record of all carrier records and documents which have been destroyed pursuant to the regulations in this subpart except those the retention of which is optional with the carrier. The record shall include all records and documents destroyed, including those destroyed pursuant to § 1224.3(c). Item 1 2 3 4 (b) The record shall be available for inspection in the office of the supervising officer and shali be in such detail that the destroyed records or documents may be identified and the time, place, and method of destruction can be established. If the destruction is by accident or at the hand of an unauthorized person not subject to the carrier's control, then the record shall include a statement of the relevant circumstances. § 1224.7 Carriers going out of business. The records and documents relating to operations of a carrier subject to the regulations in this subpart may be destroyed without regard to the prescribed periods of retention after carrier status is abandoned for purposes of the Interstate Commerce Act: Provided however, (a) if the carrier is a corporation being dissolved by act of the authority which created it, the records may not be destroyed until dissolution is otherwise complete, and (b) if the carrier is not incorporated or is being kept alive for purposes other than carrier operations, records relating to former carrier operations may not be destroyed until all transactions relating to such operations are completed. § 1224.8 Prescribed periods of retention. The following list describes the purpose for which a record is necessary and the prescribed periods shall be observed even if a record by some other name serves the described purpose. If identical copies of the same document serve more than one such described purpose, only one copy is required to be retained by the regulations in this subpart. DESTRUCTION OF RECORDS A. ADMINISTRATIVE AND CORPORATE Record titles and descriptions Incorporation and reorganization records: (a) Franchises, certificates, or permits from regulatory bodies authorizing construction, extensions, and operations; deeds and other titles. (b) Other records, documents, and files pertaining to the incorporation and reorganization of pipe line companies. Registered agents: Documents and files pertaining to the appointment of registered agents in States in which the carrier is authorized to do business. Minute Books: Minute books of directors', executive committees', stockholders', and other corporate meetings. Authorizations for security issues: Copies of applications to and authorizations from regulating bodies for the issuance of stocks, bonds and other securities. (See item E-3d.) |