Item Description of records Period to be retained 9 10 11 12 13 Corporate and general-Continued Securities owned: Book, card, or other detailed records of securities owned, in treasury, Law department, litigation, and regulation: a. Legal opinions and advice furnished to officers or employees.. c. Copy of information furnished from company's records pursuant d. Copy of applications, complaints, protests, briefs, transcripts of c. Copy of copyright applications, with specimen copies. d. Letters patent and copyright certificates.... e. Licensing and royalty agreements, assignments, or grants.. c. Schedules of risks covered by self-carried insurance reserves, giving d. Detailed spread sheets or other summary or distribution records of e. Reports of losses covered by insurance (both commercial and self- f. Reports of minor losses due to insurable risks (e.g., from fires, h. Card or other memorandum records of insurance showing dates Accidents, damages, and related claims against the company: (1) When such papers are necessary to the determination of the (2) When such papers are not so necessary. b. Book or card records, indexes or other memoranda of accident and NOTE: For records of detective service and investigation of damage to 99-205-69- -29 Item 14 15 e. Book, card, or other memorandum records of tax assessments, pay- f. Records pertaining to collection or withholding of taxes from cus General, division, and subsidiary cash books used as general records 16 Records of deposits in banks and other depositaries of cash and work. a. Bank deposit books, duplicate deposit slips, notices of deposits b. Advices of individual deposits or remittances of funds from col- c. Check and draft registers, check stubs, copies of checks, and simi. d. Statements from depositaries listing receipts, disbursements, and e. Bank reconciliation registers and reconciliation summaries or f. Lists and other records of outstanding checks and drafts, issued g. Corresponden ce with depositaries relating to the opening of a bank i. Records and correspondence relating to stop payment orders: (2) If order is not withdrawn. j. Correspondence relating to the actual issuance of duplicate checks k. Administrative records, reports or summaries of bank deposits, 1. Bank registers showing deposits, withdrawals, and balances with Period to be retained Such period as may be prescribed by related governmental requirements; otherwise, 6 years after settlement of tax liability. 10 years after completion of proceedings 10 years after settlement of tax liability. Affecting maintenance and operations only, 10 years; affecting plant, 40 years. 6 years if data not included in other records; otherwise, optional. As provided for item 79. 10 years. 17 Other records of receipts, disbursements and balances of cash and work- a. Daily or other periodic lists, summaries, or reports o. receipts, 3 years. NOTE: Commercial and accounting records of collections of customers' b. Transmittal forms or lists of items for payment: (1) Showing auditing approvals or other authorities for payment. Optional after preparation of record Item Description of records Period to be retained 18 19 20 a. Trust agreements, with all amendments and correspondence with b. Trustee's annual or other periodic general report covering receipts, c. Reports of verification or audit of trustee's report---- f. Annual analysis of investments and operations of trust fund. pre- g. Copy of report to trustee covering changes in pension rolls.. Vouchers: a. Registers of audited vouchers, voucher distribution registers and (1) Distribution summaries of miscellaneous minor departmental 6 years. 6 years if data not included in other records; otherwise, optional. 10 years. 3 years. Do. 25 years. (2) Voucher registers and general voucher distribution summaries.. 40 years. (1) Retirement of stock and long-term debt issued or assumed (2) Acquisition of stock or evidences of debt and other invest- (4) Purchase of real estate. (5) Other charges and credits affecting the plant accounts: (c) If not so transcribed or summarized. (6) Other transactions.. c. Adjustment vouchers used to correct or adjust accounting classi- NOTE: Adjustment and uncollectible vouchers used to adjust ac- d. Index records of vouchers approved and payments made.. 1. Lists of unaudited bills and memoranda or correspondence regard- h. Journal vouchers used in lieu of journal entries for entries to a. Payroll sheets, registers, lists, ledgers, and other basic records of salaries and wages earned by and payments to individual employees for each payroll period. b. Payroll change reports or other approved applications or authorities for establishing and changing salary and wage rates of individual employees and for making other changes in employees' service records and in pension or other payrolls. c. Applications for payroll changes not authorized. d. Service records of individual employees consisting of names, sex, salary and wage rates, occupational classifications, and similar data, together with changes therein (See item 22-b): (1) Telephone carriers.. (2) Telegraph carriers.... e. Basic detailed reports or records of time or work paid for and of accounting classifications thereof, such as employees' time and work reports, time books, time cards, force assignment lists, daily force memoranda, and attendance reports: (1) Used to determine time paid for or salaries and wages earned. (2) If the basic information has been transcribed to other records and such other records are retained in accordance with periods specified in this section for basic summaries and distributions. (3) If the basic information has not been transcribed to other records: (a) Affecting plant.. (b) Affecting operations, maintenance, and other accounts.. f. Payroll deduction authorizations, deduction cards, and other records of withholdings or deductions from pay: (1) For income, social security, or other taxes.. (2) For other allotments or deductions.... g. Records of assignments, attachments, and garnishments of employees' salaries and wages, including notices of suits and releases and related correspondence. (See item 10-b.) h. Addressograph plates, tabulating cards, or similar media used in preparing and summarizing payroll records, when the data thereon are also shown on payroll sheets, payroll change reports, employees' service records, payroll summaries, or other records listed in this section. 1. Paid checks and drafts, receipts for wages paid in cash, and other evidences of payments for salaries and wages. j. Cards, lists, or other records of earnings for individual employees: (1) Used in computing pensions or annuities.... (2) Used for current payroll record purposes. k. Authorizations, case records, special payrolls, or other records of sickness and accident disability and other benefits to employees and their beneficiaries. (See items 13-a and 22-1.) 1. Pension or annuity payrolls.. m. Control and recapitulation forms, summaries, and distribution records: (1) Used to determine payroll amounts and deductions.. (2) Used to summarize or distribute time or payroll amounts to accounts, estimates, jobs, accounting areas, etc. (3) Summaries and statements of payroll costs and related work sheets used in developing costs by labor groups or classes and rates for distributing cost of labor. n. Records of authorized occupational titles or positions and related authorized pay schedules or rates and wage and salary guides. o. Memoranda, studies, statements, summaries and reports of payroll data used for administrative purposes only. NOTE to item 21: Particularly in connection with items 21-d and 21-j, it should be noted that while minimum retention periods are given, those parts of the payroll records of telephone carriers (or extracts therefrom) necessary to establish complete service and salary records shall be retained for whatever periods are necessary to insure that no reasonable call for the establishment of such records will fail of fulfillment by the carrier. Item No. Description of records Period to be retained 22 Corporate and general-Continued Personnel records: a. Applications for employment, reports of medical examinations, photographs, reports of employment office activities, and other miscellaneous records pertaining to hiring and transfer of employees. b. Personnel records of individual employees, not used as the basis for payroll or other payments, such as departmental copies of service records (see item 21-d), records of previous employment, education, and training; proficiency, aptitude and merit rating records and reports; records and reports of attendance or absence, medical and health history, authorized leaves of absence and other treatment under health, hospital, welfare, benefit and pension plans. (See items 21-k and 21-1.) c. Studies, reports, and correspondence relating to administration of plans or practices for employees' pensions, disability benefits, death benefits, and other employees' welfare activities. (See items 19-1, 21-k, and 21-1.) d. Studies, correspondence, and administrative reports covering wage practices. (Seeitem 21-n.) e. Studies, analyses, reports, summaries, memoranda, and correspondence relating to force requirements, employment, training, and other administration of employees and working conditions, including accident prevention, attendance, health, educational and recreational activities, and thrift plans. f. Contracts with labor unions or other organzations of employees relative to wage rates, hours, working conditions and similar matters. g. Organization charts, records, and notices of changes. h. Employees' identification cards and photographs, building passes, and records thereof. 1. Reports of accidents, investigations, claims, releases, and similar papers relating to claims or possible claims against the carrier on account of injuries to or death of employees. j. Annual employee census summaries, and supplemental summaries in connection therewith, not used in the computation of annual pension accrual rates. (See item 19-j.) Circulars, handbooks, training material, films, and other instructions (including amendments and supplements thereto) to employees and agents pertaining to: a. Accounting classifications: (1) Basic or general instructions, rulings, and interpretations.... (2) Detailed instructions to employees... (3) Establishment or discontinuance of subaccounts and clearing or temporary accounts established at the option of the company. b. Other general instructions, including those pertaining to accounting, statistical, engineering, construction, maintenance, operating, management, and other methods and practices. c. Transmittal and check lists of current instructions.. d. Drafts and memoranda relating to preparation and issuance of instructions, except as provided in item 25-b-(1). e. Training programs, schedules, and material.. f. Instructions covering performance of specific work operations. Accountants' and auditors' reports and verifications of records: a. Certificates and reports of annual examinations and audits by public accountants. b. Other reports of audits, examinations, and verifications.. c. Adding machine lists, proofs of balance, check sheets, verification notices, interdepartmental memoranda, and other papers used solely to verify the accuracy or consistency of accounts, reports, or other records. Correspondence and memoranda: a. General letters and other correspondence and memoranda related to services furnished under license agreements, general service contracts, or other arrangements for general accounting, engineering, financial, legal, patent, and other general services. This includes copies of circulars, practices, handbooks, reports, etc., furnished in connection with such services. b. Other correspondence and memoranda and indexes thereto: (1) When necessary for a proper or complete understanding of another record. (2) When not so necessary and when not otherwise specifically provided for in this section. c. Drafts, stenographers' notebooks, and dictaphone or other records used in preparing or producing correspondence and memoranda. |