SCHEDULE OF RECORDS Item number and category of records Retention periods Microfilm indicator (§ 1228.3) A. ADMINISTRATIVE AND CORPORATE 1. Incorporation and reorganization: (a) Charter or certificate of incorporation and amendments thereto. (b) Legal documents in connection with mergers, consolidations, reorganization, receiverships and similar actions which affect the identity or organization 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 categories): (a) Service contracts, such as for operational management, 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. 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 1. Capital stock records: (a) Detailed capital stock journals, ledgers or their equivalents. (b) Capital stock certificates, stubs or similar records of 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.. (d) Stock transfer registers.. (e) Papers pertaining to or supporting transfers of capital stock. (f) Cancelled capital stock certificates. 2. Bond or other long-term debt records: (a) Bond indentures, underwriting, mortgage, and (b) Bond or other long-term debt detailed journals, NOTE: If the information shown on the stubs is recorded (d) Subscription notices and requests for allotment..... 3 Authorization from regulatory bodies for issuance of securities including applications, reports and supporting papers. 635 4. Copies of registration statements and other data filed with the Securities and Exchange Commission and supporting papers in connection with offerings of securities for sale to the public or the listing of securities on exchange. 5. Records of securities owned or held by custodians, detailed 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 depositary to another. (c) Periodical statements of the receipt and disbursement of funds. (d) Bank deposit books, stubs, ledgers, or records of (e) Bank reconciliations; checks cancelled by banks; 1. Ledgers: C. FINANCIAL ACCOUNTING RECORDS (a) General and subsidiary ledgers and indexes thereto. (b) Balance sheets and trial balance sheets of general and subsidiary ledgers. 2. Journals (except as otherwise provided herein): (a) General journals.. (b) Subsidiary journals and any supporting papers necessary to explain journal entries. (c) Schedules of recurring or standard journal entries and entry numbers. 3. General and subsidiary cash books, except cash books at agencies provided for under item H-5. 4. Voucher distribution registers or their equivalent... 5. Vouchers: 3 years. M. (c) Receipts for cash paid out.. 3 years.. M-2. (d) Reports of drafts issued by claim agents, terminal and station agents, and others. 1 year... 6. Accounts receivables and payables: ME. M. (a) Traffic accounts receivable or payable, detailed journals and ledgers or their equivalents, with supporting papers. (b) General accounts receivable or payable, detailed 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 custodians and supporting papers. 8. Uncollectible accounts: SCHEDULE OF RECORDS-Continued Item number and category of records Retention periods Microfilm indicator (§ 1228.3) D. PAYROLLS AND PERSONNEL Continued 1. Payroll records-continued (c) Original source documents used in the preparation of payrolls such as time and attendance cards or job and cost distribution cards. (d) Payroll authorizations, removals and adjustment notices. (e) Paid checks, receipts for wages paid in cash, and 2. Personnel records: (c) Employees' welfare and pension records including E. EQUIPMENT AND OTHER PROPERTY 1. Records, reports, statements and supporting papers, per- 3. Contracts and other agreements relating to the construc- F. PURCHASES AND STORES 1. Records of materials and supplies on hand and detail papers of inventories taken. 2. Bids, offers, copies of orders and correspondence pertaining 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 received and issued. M-1. 3 years after policy expires.... ME. M-2: ME. ME. 1 year after expiration of bonds.... ME 3 years after final settlement..... ME. 3 years after settlement... ME. SCHEDULE OF RECORDS-Continued Item number and category of records Retention periods Microfilm indicator (§ 1228.3) G. INSURANCE, TAXES AND CLAIMS-continued 3. Claims records: (a) Claims registers, card or book indexes and other (c) Records showing the details of authorities issued 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 pertaining to unclaimed, over, short, damaged, and refused freight, when not necessary to support claims or vouchers. (f) Authorities for disposal of unclaimed, damaged, and refused freight. H. SHIPPING AND AGENCY DOCUMENTS 1. Shipping documents: Consignors' shipping orders, shipping tickets, pick-up receipts, delivery receipts, copies of bills of lading and order-notify bills of lading taken up and cancelled, 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 waybills, 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 transportation and storage. 3. Freight way bills and freight bills: Copies of waybills and freight bills furnished to joint traffic associations, bureaus, and similar agencies, if such copies contain no information other than that appearing on the original waybills and freight bills or in other records. 4. Freight records and reports: (a) Reports and records of freight received, forwarded, (b) Records of joint-loaded shipments showing.. (4) Name of carrier transporting the shipment. (6) Amount of such charges paid by reporting 5. Agents' remittance slips, bank deposit slips and all supporting papers not provided for elsewhere. 6. Agents' balance sheets and supporting papers... (b) General office records relating to extension of credit 1. Tariffs, classifications, division sheets, and circulars relative 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 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, covering the movement of property. 4. Requests and receipts from agents and others for tariffs, classifications, division sheets, and circulars. 5. Copies of concurrences and powers of attorney filed with regulatory bodies. 6. Written requests on freight forwarders from persons and companies for quotations of rates and copies of freight forwarder's quotations. 7. Correspondence and working papers in connection with the making of rates and compilation of tariffs, classifications, division sheets, and circulars affecting the transportation of property. J. REPORTS AND RELATED STATISTICS 1. Annual reports to regulatory bodies, file copies of 3. Annual reports or statements to stockholders, file copies of (a) Certifications and reports of all examinations and audits conducted by public and certified public accountants. (b) Reports of examinations and audits conducted by internal auditors and others. 5. Accident reports, file copies of, and supporting papers... 6. All other financial, operating and statistical statements or reports and supporting papers. 7. Tabulating cards, tapes, and other media used in the compilation of statistics and other data when the results are transcribed to other records covered by these regulations. 3 years after expiration or cancellation. ME. 1 year. 3 years. M-2. K. MISCELLANEOUS 1. Corresponden ce and records thereof pertaining to the items listed herein. 2. Duplicate copies of accounts, records, and memoranda 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. Optional....... 3. Written authorizations and certificates of destruction of Permanently... 4. Organization manuals, handbooks, circulars and other M-2. 3 years after expiration or cancellation. ME. |