Section 615.APPENDIX A Schedule of Records and Periods of Retention
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Illinois Administrative Code › Title 83 PUBLIC UTILITIES › CHAPTER I: ILLINOIS COMMERCE COMMISSION › Part 615 THE PRESERVATION OF RECORDS OF WATER UTILITIES (GENERAL ORDER 189) › Section 615.APPENDIX A Schedule of Records and Periods of Retention
Text
Section 615.APPENDIX A
Schedule of Records and Periods of Retention
Description of Records
Period to be Retained
CORPORATE
AND GENERAL
1.
Capital
stock records:
(a)
Capital
stock ledgers or other records showing the same information.
7 years
after the stockholder's account is closed. (See NOTE 1.)
(M)
(b)
Capital
stock subscription accounts, warrants, requests for allotments and other
essential papers related thereto.
3 years
after settlement.
(M)
(c)
Stubs or similar
records of capital stock certificate issuance where not used as capital stock
ledger records.
7 years
after cancellation of certificate. If this record serves the purpose of a
capital stock ledger, 1(a) is applicable.
(M)
(d)
Stock
transfer registers.
7 years
after last entry on page or sheet of the record.
(M)
(e)
Papers
pertaining to or supporting transfers of capital stock.
3 years
after transfer.
(M)
(f)
Cancelled
capital stock certificates, where not used as capital stock ledger records.
7 years
after cancellation. If this record serves the purpose of a capital stock
ledger, 1(a) is applicable.
(M)
(g)
Change of
address notices of stockholders.
Destroy at
option after changes are recorded.
(M)
(h)
Bonds of indemnity
and affidavits covering issuances of stock certificates to replace lost
certificates.
7 years
after expiration of bonds.
(M)
(i)
Letters,
notices, reports, statements and other communications distributed to all
stock holders of a particular class:
(1)
Formal
communications addressed to all stockholders of a particular class, including
notices of annual and special meetings of stockholders, and other notices,
letters, reports or statements relating to corporate or stockholder actions.
10 years.
(M)
(2)
Interim
reports of operations, speeches of corporate officers, notices of change of
corporate address or telephone numbers, etc.
Destroy at
option.
(M)
(j)
Dividend
check registers, lists or similar records.
3 years.
(M)
(k)
Dividend
checks.
3 years.
(M)
meetings of stockholders, and other notices,
letters, reports or statements relating to corporate or stockholder actions.
10 years.
(M)
(2)
Interim
reports of operations, speeches of corporate officers, notices of change of
corporate address or telephone numbers, etc.
Destroy at
option.
(M)
(j)
Dividend
check registers, lists or similar records.
3 years.
(M)
(k)
Dividend
checks.
3 years.
(M)
(l)
Third party
dividend orders.
6 years
after rescission order.
(M)
NOTE 1
For the
purposes of this Part, a stockholder's account may be treated as a closed
account at the time that such stockholder ceases to be a holder of record of
the particular class of stock of the utility and the 7-year retention period
prescribed herein shall run from that date. If such person subsequently
acquires shares of capital stock of the utility and thus again becomes a
stockholder of the utility, the record of such acquisition shall be treated
as a new stockholder account.
Description
of Records
Period
to be Retained
2.
Debt
security records: (See NOTE 2.)
(a)
Registered
bond and debenture ledgers.
3 years
after redemption.
(M)
(b)
Bond and
debenture subscription accounts, warrants, subscription notices, requests for
allotment and essential papers related thereto.
3 years
after settlement.
(M)
(c)
Stubs or similar
records of bond and debenture certificates issued.
3 years
after redemption.
(M)
(d)
Bond
transfer registers and papers pertaining to or supporting transfers of
registered bonds and debentures.
3 years
after transfer.
(M)
(e)
Records of
bond and debenture interest coupons paid and unpaid.
Destroy at
option in compliance with NOTE 3.
(M)
(f)
Cancelled
bonds and debentures and paid and unpaid interest coupons pertaining thereto.
Destroy at
option in compliance with NOTE 3.
(g)
Authorization
of holder to convert into other securities.
7 years
after conversion
(M)
onds and debentures.
3 years
after transfer.
(M)
(e)
Records of
bond and debenture interest coupons paid and unpaid.
Destroy at
option in compliance with NOTE 3.
(M)
(f)
Cancelled
bonds and debentures and paid and unpaid interest coupons pertaining thereto.
Destroy at
option in compliance with NOTE 3.
(g)
Authorization
of holder to convert into other securities.
7 years
after conversion
(M)
(h)
Trust
indentures, loan agreements or other contracts or agreements securing debt
securities issued.
7 years
after redemption.
(ME)
(i)
Copy 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.
7 years
after redemption, but see NOTE 4.
(M)
(j)
Paid or
cancelled debt securities evidencing temporary borrowings.
Destroy at
option.
(M)
(k)
Interest
checks
3 years.
(M)
NOTE 2
The terms
"bonds" and "debentures," as used in this Item, shall
include all debt securities, such as bonds, debentures or notes other than
debt securities which evidence temporary borrowings and which are expected to
be repaid out of the proceeds of the sale of longer term securities. Typical
of such temporary debt securities as described in Item 2(j) would be notes
issued to banks evidencing temporary working capital and construction loans.
NOTE 3
Cancelled
bonds and debentures and interest coupons pertaining thereto, and records of
bond and debenture interest coupons, may be destroyed; provided that a
certificate of destruction giving full descriptive reference to the
destroyed, cancelled bonds and debenture and interest coupons pertaining
thereto, and to the records of bond and debenture interest coupons, shall be
made by the person or persons authorized to perform such destruction, and
such certificate of destruction shall be retained by the utility for the
period herein prescribed
at a
certificate of destruction giving full descriptive reference to the
destroyed, cancelled bonds and debenture and interest coupons pertaining
thereto, and to the records of bond and debenture interest coupons, shall be
made by the person or persons authorized to perform such destruction, and
such certificate of destruction shall be retained by the utility for the
period herein prescribed.
The
certificate evidencing the destruction of interest coupons pertaining to bonds
or debentures need not contain a listing of the bond or debenture serial
numbers pertaining to such interest coupons.
When
documents represent debt secured by mortgage, the certificate of destruction
shall also be authorized by a representative of the Trustee(s) acting in
conjunction with the person or persons destroying the documents or shall have
the Trustee(s') acceptance thereon.
While the
certificate of destruction above described may not be destroyed earlier than
seven (7) years after the payment and discharge of the bonds, debentures or
interest coupons described in such certificate, it may be microfilmed at the
option of the utility and such microfilm substituted for the original
document.
NOTE 4
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 utility 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 an Federal or
State regulatory authority prior to redemption and for an additional period
of seven (7) years after redemption.
Description of Records
Period to be Retained
3.
Authorizations
from regulatory bodies for issuance of securities:
ffices 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 an Federal or
State regulatory authority prior to redemption and for an additional period
of seven (7) years after redemption.
Description of Records
Period to be Retained
3.
Authorizations
from regulatory bodies for issuance of securities:
(a)
Copy of applications
to regulatory bodies for authority to issue stocks, bonds and other
securities, including a copy of exhibits in support of such applications.
Until all securities covered
by a specific authorization are retired.
(M-10)
(b)
Official
copy of opinions and orders of regulatory bodies granting authorize to issue
securities.
Until all securities covered
by a specific authorization are retired.
(M-10)
(c)
Reports filed with regulatory
bodies in compliance with authorizations to issue securities, including
supporting papers. (Reports of sales of securities, application of proceeds,
etc.)
Until all securities covered by
a specific authorization are retired.
(M-10)
4.
Copy of registration statements
and other data filed with the Securities and Exchange Commission:
(a)
In connection with offerings of
securities for sale to the public, or the listing of securities on exchanges,
including supporting papers.
Until all securities covered by
a specific authorization are retired.
(M-10)
(b)
Copy of periodic reports and
supporting papers filed in compliance with either the Securities Act of 1933
(15 U.S.C. 77a et seq.) or the Securities Exchange Act of 1934 (15 U.S.C. 78a
et seq.).
Permanently.
(M-10)
5.
Proxies and voting lists:
(a)
Proxies of holders of voting
securities.
1 year.
(M)
(b)
Corporate charters or
certificates of incorporation.
1 year.
(M)
6.
Minute books of stockholders',
directors', and directors' committee meetings.
Permanently.
(M-25)
7.
Titles, franchises and
licenses:
U.S.C. 77a et seq.) or the Securities Exchange Act of 1934 (15 U.S.C. 78a
et seq.).
Permanently.
(M-10)
5.
Proxies and voting lists:
(a)
Proxies of holders of voting
securities.
1 year.
(M)
(b)
Corporate charters or
certificates of incorporation.
1 year.
(M)
6.
Minute books of stockholders',
directors', and directors' committee meetings.
Permanently.
(M-25)
7.
Titles, franchises and
licenses:
(a)
Deeds and other title
(including abstracts of title and supporting data).
6 years after property is
disposed of unless surrendered to transferee.
(b)
Corporate charters or
certificates of incorporation.
Permanently.
(c)
Legal documents in connection
with mergers, consolidations, reorganizations, receiverships, and similar
actions, affecting the identity or organization of the utility.
Permanently.
(d)
By-laws.
Permanently.
(e)
Franchises and certificates
authorizing operations as a public utility.
Permanently.
(f)
Licenses (including amendments
thereof) granted by Federal of State authorities for construction and
operation of utility plant.
Permanently.
(g)
Copy of formal orders of
regulatory commissions served upon the utility.
Permanently.
8.
Permits:
(a)
Permits and granted applications
for the use of facilities of others.
6 years after expiration or
cancellation.
(ME)
(b)
Copy of permits and
applications granted others for the use of the utility's facilities.
6 years after expiration or
cancellation.
(ME)
(c)
Applications for the use of
facilities not granted and copy of such applications.
Destroy at option.
(M)
(d)
Permits, and applications
therefore, of a temporary nature from municipalities or others to perform
specific work, such as permits to open streets.
Destroy at option.
(M)
9.
Contracts and agreements
(except contracts provided for elsewhere):
(a)
Service contracts, such as for
management, accounting, financial, legal and other such services.
6 years after expiration or cancellation.
(ME)
M)
(d)
Permits, and applications
therefore, of a temporary nature from municipalities or others to perform
specific work, such as permits to open streets.
Destroy at option.
(M)
9.
Contracts and agreements
(except contracts provided for elsewhere):
(a)
Service contracts, such as for
management, accounting, financial, legal and other such services.
6 years after expiration or cancellation.
(ME)
(b)
Contracts with other water
utilities for the purchase, sale or interchange of water.
6 years after expiration or
cancellation.
(ME)
(c)
Leases pertaining to rentals of
property to or from others.
6 years after expiration or
cancellation.
(ME)
(d)
Contracts and agreements with
individual employees, labor unions, company unions, and other employee
organizations relative to wage rates, hours and similar matters.
3 years after expiration or
cancellation.
(ME)
(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 employee's savings plan or pension
plan.
3 years after expiration or
cancellation.
(ME)
(f)
Memoranda essential to clarify
or explain provisions of contracts and agreements.
For same periods as contacts to
which they relate.
(ME)
(g)
Card or book records of
contracts, leases and agreements made, showing dates of expirations and of renewals,
memoranda of receipts and payments under such contacts, etc.
Destroy at option.
(M)
(h)
Summaries and abstracts of
contracts, leases and agreements.
Destroy at option.
(M)
(i)
Contracts or agreements for the
acquisition or disposal of investments. (Excluding temporary cash
investments.)
6 years after expiration or
cancellation.
(ME)
(j)
Contracts, agreements and
records related thereto pertaining to patents, copyrights and licensing
thereof.
6 years after expiation or
cancellation.
(ME)
10.
General and Subsidiary ledgers:
nd agreements.
Destroy at option.
(M)
(i)
Contracts or agreements for the
acquisition or disposal of investments. (Excluding temporary cash
investments.)
6 years after expiration or
cancellation.
(ME)
(j)
Contracts, agreements and
records related thereto pertaining to patents, copyrights and licensing
thereof.
6 years after expiation or
cancellation.
(ME)
10.
General and Subsidiary ledgers:
(a)
General ledgers and ledgers
subsidiary or auxiliary to general ledgers, except ledgers provided for
elsewhere.
Permanently.
(M-20)
(b)
Indexes to general ledgers and subsidiary
ledgers except ledgers provided for elsewhere.
Permanently.
(M-20)
(c)
Trial balance sheets of general
and subsidiary ledgers or equivalent records.
1 year.
(M)
11.
Journals:
General and subsidiary
journals, including departmental and divisional journals.
Permanently.
(M-20)
12.
Journal vouchers and journal
entries:
(a)
General, departmental,
divisional and petty journal vouchers.
Permanently.
(M-20)
(b)
Materials and supplies
disbursement, labor distribution, and other detail summarization and
distribution records supporting journal vouchers journal entries: (See NOTE
5.)
(M-7)
(1)
Charging plant accounts.
7 years prior to date as of
which original cost of plant has been unconditionally determined or approved
by the Commission in
(a) an order entered in
proceedings initiated for the purpose of making such determination or seeking
such approval; or
(b) in an order entered in
proceedings initiated pursuant to the provisions of Section 36, 41 or 64 of
"An Act concerning public utilities", (Ill. Rev. Stat. 1981, ch.
111⅔, par. 1 et seq.); and, further, that continuing plant inventory
records are maintained, and distributions appear in work order records or cost
ledger; otherwise, permanently.
(2)
Charging all other accounts.
7 years.
(M)
(c)
Papers forming a part of or
necessary to explain journal vouchers or journal entries except as covered in
Item 12(b) above.
See Item 12(b)(1) and (2).
tat. 1981, ch.
111⅔, par. 1 et seq.); and, further, that continuing plant inventory
records are maintained, and distributions appear in work order records or cost
ledger; otherwise, permanently.
(2)
Charging all other accounts.
7 years.
(M)
(c)
Papers forming a part of or
necessary to explain journal vouchers or journal entries except as covered in
Item 12(b) above.
See Item 12(b)(1) and (2).
(d)
Schedules for recurring journal
entries
Destroy when superseded.
(M)
(e)
Lists of standard journal entry
numbers.
Destroy when superseded.
(M)
NOTE 5
Time tickets and material
issued and material returned tickets may be destroyed at option if the basic
information contained thereon is transcribed to other records, if such other
records are retained in accordance with Item 12 of this Appendix. Basic
information as regards time tickets includes, as a minimum, for the purposes
of Item 12, hours worked and distribution of time to proper job or account.
For material issued and material returned tickets, basic information
includes, as a minimum, for the purposes of Item 12, identification of
material by code or otherwise, quantity and distribution to proper job or
account.
Description
of Records
Period to
be Retained
13.
Cash books:
(a)
Treasurers' and auditors'
general cash books.
3 years.
(M)
(b)
Cash books subsidiary or
auxiliary to general cash books except those showing solely collections from
customers.
3 years.
(M)
(c)
Subsidiary cash records showing
solely customers' collections.
2 years.
(M)
(d)
Other cash records of a
memorandum nature.
6 months.
(M)
14.
Voucher registers of similar
records showing the account distribution of payments made by voucher
See Items 12(b)(1) and (2).
15.
Vouchers:
(a)
Paid and cancelled vouchers,
analysis sheets showing detailed distribution of charges on individual
vouchers and other supporting papers.
See Item 12 (b)(1) and (2).
(b)
Original bills and invoices for
materials, services, etc., paid by voucher or otherwise.
See Item 12(b)(1) and (2).
ords showing the account distribution of payments made by voucher
See Items 12(b)(1) and (2).
15.
Vouchers:
(a)
Paid and cancelled vouchers,
analysis sheets showing detailed distribution of charges on individual
vouchers and other supporting papers.
See Item 12 (b)(1) and (2).
(b)
Original bills and invoices for
materials, services, etc., paid by voucher or otherwise.
See Item 12(b)(1) and (2).
(c)
Checks and receipts for
payments by voucher or otherwise.
3 years.
(M)
(d)
Authorizations for the payment
of specific vouchers.
See Item 12(b)(1) and (2).
(e)
Lists of unaudited bills
(accounts payable), lists of vouchers transmitted, memoranda regarding
changes in unaudited bills.
Destroy at option.
(M)
(f)
Voucher indexes
6 years.
(M)
16.
Accounts receivable (See Items
42 and 43 for accounts with customers for water service and for merchandise
sales.):
(a)
Records, registers, detail
ledgers, related indexes thereto and summaries of distribution, including
accounts receivable records pertaining to sales of utility plant.
6 years.
(M)
(b)
Accounting department copy of
invoices issued and supporting papers which do not accompany the original
invoices and authorizations for charges including supporting papers.
3 years.
(M)
(c)
Periodic statements of
unsettled accounts and trial balances.
1 year.
(M)
(d)
Schedule of invoices to be
issued.
Destroy at option.
(M)
17.
Records of securities owned, in
treasury, or with custodians.
6 years.
(M)
18.
Insurance records:
(a)
Records of insurance policies
in force, showing coverage, premiums paid and expiration dates.
Destroy at option after
expiration of such policies.
(M)
(b)
Records of self-insurance
against losses from fire or other casualty, and damages to property of others
or to persons.
Destroy at option.
(M)
(c)
Detailed schedules or spread
sheets of monthly insurance charges to operating expenses and other accounts.
Destroy at option.
(M)
(d)
Detailed schedules of monthly
accruals for self-insurance.
Destroy at option.
(M)
piration of such policies.
(M)
(b)
Records of self-insurance
against losses from fire or other casualty, and damages to property of others
or to persons.
Destroy at option.
(M)
(c)
Detailed schedules or spread
sheets of monthly insurance charges to operating expenses and other accounts.
Destroy at option.
(M)
(d)
Detailed schedules of monthly
accruals for self-insurance.
Destroy at option.
(M)
(e)
Insurance policies.
Until liability of insurance
company has expired.
(ME)
(f)
Records of amounts recovered
from insurance companies in connection with losses and of claims against
insurance companies, including reports of losses and supporting papers.
1 year after settlement or
recovery.
(M)
(g)
Inspectors' reports and records
of condition of property.
1 year after supersedure.
(ME)
(h)
Reports of minor losses not
covered by insurance or less than minimum amount collectable.
Destroy at option.
(M)
(i)
Insurance maps of property and
structures erected thereon.
Until superseded or property is
disposed of.
(ME)
(j)
Records and statements relating
to insurance requirements.
Destroy at option.
(M)
19.
Tax Records:
(a)
Copy of schedules, returns and
supporting working papers to taxing authorities and records of appeals:
(1)
Federal income, excess profits,
undistributed income, and capital stock taxes.
10 years after settlement.
(ME)
(2)
State income taxes and state or
local property taxes.
10 years after settlement.
(ME)
(3)
Other taxes.
10 years after settlement.
(ME)
(4)
Schedule of allocation of
consolidated federal income taxes to subsidiary companies.
10 years after allocation.
(ME)
(5)
Records of annual
determinations of deferred taxes on income, annual determinations of accounting
adjustments for "reserve deferrals" of deferred taxes on income
together with basic computations and records of annual plant additions and
retirements and adjustments on which deferred tax accounting entries are
based. (See NOTE 6.)
6 years after absorption of
deferred credits.
(ME)
n.
(ME)
(5)
Records of annual
determinations of deferred taxes on income, annual determinations of accounting
adjustments for "reserve deferrals" of deferred taxes on income
together with basic computations and records of annual plant additions and
retirements and adjustments on which deferred tax accounting entries are
based. (See NOTE 6.)
6 years after absorption of
deferred credits.
(ME)
(b)
Tax bills from taxing
authorities and receipts for payment.
See Item 12(b)(1) and (2).
(c)
Summaries of taxes paid by
classes of taxes and by location.
6 years.
(M)
(d)
Summaries of taxes paid by
taxing districts.
6 years.
(M)
(e)
Schedules of monthly accruals
by classes of taxes and supporting papers showing how estimates of taxes to
be paid were determined.
Destroy at option.
(M)
(f)
Restatements of schedules of
taxes paid after giving effect to refunds and additional assessments.
6 years.
(M)
NOTE 6
For the purposes of this Part,
"deferred taxes" and "deferred tax accounting" embrace
provision for "future taxes on income," "prepaid taxes on
income," or any other accounting procedure which attributes a tax on
income to a year or years other than that of the specific year's tax return
determining the tax liability.
Description
of Records
Period to
be Retained
20.
Accountants' and auditors'
reports:
(a)
Reports of examinations and
audits by accountants and auditors not in the regular employ of the utility.
(Including reports of public accounting firms and Commission accountants.)
25 years.
(M-10)
(b)
Internal audit reports and
working papers.
3 years.
(M)
21.
Tabulating machine and
automatic data processing records (not including billing machine records):
(a)
Printed sheets or tapes showing
the details and summaries of accounting data indicated on punched cards or
tapes.
See Item 12(b)(1) and (2).
ncluding reports of public accounting firms and Commission accountants.)
25 years.
(M-10)
(b)
Internal audit reports and
working papers.
3 years.
(M)
21.
Tabulating machine and
automatic data processing records (not including billing machine records):
(a)
Printed sheets or tapes showing
the details and summaries of accounting data indicated on punched cards or
tapes.
See Item 12(b)(1) and (2).
(b)
Punched cards or tapes
including instructions and wiring diagrams used in assembling figures to be
posted to an account.
Destroy at option if printed
sheets or tapes are preserved; otherwise, see Item 12(b)(1) and (2).
PLANT AND
ACCUMULATED PROVISION FOR
DEPRECIATION,
DEPLETION AND AMORTIZATION
22.
Plant ledgers:
(a)
Ledgers of utility plant
accounts, including land and other ledgers, showing the cost of utility plant
by prime accounts.
Permanently.
(M-20)
(b)
Continuing plant inventory
records showing description, location, quantity, cost, etc., of physical
units (or items) of utility plant owned.
Until record is superseded or 6
years after plant is retired, provided mortality data are retained as
provided in Item 31.
(M)
23.
Construction work in progress
ledgers, work orders and supplemental records:
(a)
Construction work in progress
ledgers.
See Item 12(b)(1) and (2).
(b)
Work order sheets to which are posted,
in summary form or in detail, the entries for labor, materials and other
charges for utility plant additions and the entries closing the work orders
to utility plant in service at completion.
See Item 12(b)(1) and (2).
(c)
Authorizations for expenditures
for additions to utility plant, including memoranda showing the detailed
estimates of cost and the bases therefore. (Including original and revised
or subsequent authorizations.)
10 years.
(M)
(d)
Requisitions and registers authorizations
for utility plant expenditures.
10 years.
(M)
ers
to utility plant in service at completion.
See Item 12(b)(1) and (2).
(c)
Authorizations for expenditures
for additions to utility plant, including memoranda showing the detailed
estimates of cost and the bases therefore. (Including original and revised
or subsequent authorizations.)
10 years.
(M)
(d)
Requisitions and registers authorizations
for utility plant expenditures.
10 years.
(M)
(e)
Completion or performance
reports showing comparison between authorized estimates and actual
expenditures for utility plant additions.
10 years.
(M)
(f)
Analysis or cost reports
showing quantities of materials used, unit costs, number of man-hours, etc.,
in connection with completed construction projects.
See Item 12(b)(1) and (2).
(g)
Records and reports pertaining
to progress of construction work, the order in which jobs are to be
completed, and similar records which do not form a basis of entries to the
accounts.
Destroy at option.
(M)
(h)
Records of well-drilling logs
and well-construction records; geological and photographic maps of field.
Permanently
24.
Retirement work orders and
supplemental records:
(a)
Work order sheets to which are
posted the entries for removal cost, materials recovered, and credits to
utility plant accounts for cost of plant retired (see Item 31).
See Item 12(b)(1) and (2).
(b)
Authorizations for retirement
of utility plant, including memoranda showing the basis for determination of
cost of plant to be retired and estimates of salvage and removal costs.
10 years.
(M)
(a)
Work order sheets to which are
posted the entries for removal cost, materials recovered, and credits to
utility plant accounts for cost of plant retired (see Item 31).
See Item 12(b)(1) and (2).
(b)
Authorizations for retirement
of utility plant, including memoranda showing the basis for determination of
cost of plant to be retired and estimates of salvage and removal costs.
10 years.
(M)
(c)
Registers of retirement work
orders.
10 years.
(M)
25.
Summary sheets, distribution
sheets, reports, statements, and papers directly supporting debits and
credits to utility plant accounts not covered by construction or retirement
work orders and their supporting records.
25 years after clearance to
plant account, provided continuing plant inventory records are maintained;
otherwise, 6 years after plant is retired.
(M-15)
26.
Appraisals and valuations made
of the utility's property or investments, or of the property or investments
of associated companies. (Including all records essential thereto.)
Until appraisal is superseded
or property is disposed of.
(M)
27.
Maps or map reproductions
showing the location and physical characteristics of production, transmission
and distribution systems of the utility.
Until map is superseded or 6
years after plant is retired, provided mortality data are retained as
provided in Item 31.
(M)
28.
Engineering records in
connection with construction projects:
(a)
Maps or map reproductions,
diagrams, profiles, plans, photographs, records of engineering studies, and
similar records in connection with proposed construction projects:
(1)
If construction of project results
wholly or in part.
Until record is superseded or 1
year after plant is retired, provided mortality data are retained as provided
in Item 31.
(M)
(2)
If construction of project does
not result.
Destroy at option after
completely accounting for expenses incurred.
(M)
29.
Contracts and other agreements
relating to utility plant:
osed construction projects:
(1)
If construction of project results
wholly or in part.
Until record is superseded or 1
year after plant is retired, provided mortality data are retained as provided
in Item 31.
(M)
(2)
If construction of project does
not result.
Destroy at option after
completely accounting for expenses incurred.
(M)
29.
Contracts and other agreements
relating to utility plant:
(a)
Contracts or agreements
relating to acquisition, sale, or other disposition of operating units or
system of utility plant.
Permanently.
(M-15)
(b)
Contracts or agreements
relating to services performed in connection with construction or removal of
utility plant (including contracts for the construction of plant by others
for the utility, and for supervision and engineering relating to construction
work).
6 years after plant is retired.
(M-15)
(c)
Contracts or agreements
relating to maintenance of plant.
6 years after termination or
cancellation of contract or agreement.
(ME)
30.
Records pertaining to
reclassification of utility plant accounts to conform to prescribed Uniform
System Accounts, including supporting papers showing the bases for such
reclassification.
See Item 12(b)(1).
31.
Records supporting computations
of depreciation, depletion and amortization expense of utility plant,
including accumulated provisions therefore, and such data as life and salvage
studies.
See Item 12(b)(1) and (2).
TREASURY
32.
Statements of working funds and
deposits:
(a)
Summaries and periodic
statements of cash balances on hand and with depositories.
Destroy at option after funds
have been returned or accounted for.
(M)
(b)
Statements of managers' and
agents' cash balances on hand and with depositories.
Destroy at option after funds
have been returned or accounted for.
(M)
(c)
Authorizations for and
statements of transfer of funds from one depository to another.
Destroy at option after funds
have been returned or accounted for.
(M)
ories.
Destroy at option after funds
have been returned or accounted for.
(M)
(b)
Statements of managers' and
agents' cash balances on hand and with depositories.
Destroy at option after funds
have been returned or accounted for.
(M)
(c)
Authorizations for and
statements of transfer of funds from one depository to another.
Destroy at option after funds
have been returned or accounted for.
(M)
(d)
Requisitions and receipts for
funds furnished managers, agents and others.
Destroy at option after funds
have been returned or accounted for.
(M)
(e)
Records of fidelity bonds of
employees and others responsible for funds of the utility.
Until liability of bonding
company has expired.
(M)
33.
Records of deposits with banks
and others:
(a)
Bank deposit books.
1 year.
(M)
(b)
Copy of bank deposit slips.
1 year.
(M)
(c)
Advice of deposits made when
information thereon is shown on other records which are retained.
Destroy at option.
(M)
(d)
Statements from depositories
showing the details of funds received, disbursed, transferred, and balances
on deposit.
Destroy at option.
(M)
(e)
Bank reconcilement papers.
1 year.
(M)
(f)
Statements from banks of
interest credits.
1 year.
(M)
(g)
Check stubs, registers or other
records of checks issued.
3 years.
(M)
(h)
Correspondence and memoranda
relating to the stopping of payment of bank checks and to the issuance of
duplicate checks.
Destroy at option.
(M)
34.
Records of receipts and
disbursements:
(a)
Daily or other periodic
statements of receipts or disbursements of funds.
2 years.
(M)
(b)
Records or periodic statements
of outstanding vouchers, checks, drafts, etc., issued and not presented.
2 years.
(M)
(c)
Reports showing working funds
transactions and summaries thereof.
Destroy at option.
(M)
(d)
Reports of revenue collections
by field cashiers, pay stations, etc.
Destroy at option.
(M)
REVENUE ACCOUNTING
AND COLLECTING
35.
Customers' service applications
and contracts:
(b)
Records or periodic statements
of outstanding vouchers, checks, drafts, etc., issued and not presented.
2 years.
(M)
(c)
Reports showing working funds
transactions and summaries thereof.
Destroy at option.
(M)
(d)
Reports of revenue collections
by field cashiers, pay stations, etc.
Destroy at option.
(M)
REVENUE ACCOUNTING
AND COLLECTING
35.
Customers' service applications
and contracts:
(a)
Applications for water service
for which contracts have been executed.
Destroy at option.
(M)
(b)
Applications for water service
used in lieu of contacts.
1 year.
(M)
(c)
Contracts and card files or
other records thereof with customers for water service. (See also Item 9(b).)
1 year after expiration or cancellation.
(ME)
(d)
Applications for water service
which were withdrawn by applicant or not granted by the utility.
1 year.
(M)
(e)
Contracts for the lease of
equipment to customers, including receipts for same.
1 year after expiration or
cancellation.
(M)
(f)
Applications and contracts for
extension of facilities covered by refundable deposits or guarantees of
revenue, also records pertaining to such contracts.
1 year after entire amount is
refunded.
(M)
(g)
Applications and contracts for
extension of facilities for which donations or contributions are made by
customers or others.
Permanently.
(M-15)
36.
Rate schedules:
Official file copy of published
rate sheets and schedules for water service.
6 years after supersedure,
suspension or expiration.
(ME)
37.
Customers' guarantee deposits:
(a)
Customers' deposit ledgers or
card records.
6 years after refund.
(ME)
(b)
Customers' deposit certificate
books.
6 years after refund.
(ME)
(c)
Receipts for customers'
deposits refunded.
6 years after refund.
(ME)
(d)
Receipts for interest on
customers' deposits.
6 years after refund.
(ME)
(e)
Records of customers' deposits
unclaimed.
7 years.
(M)
38.
Meter reading sheets and
records:
s:
(a)
Customers' deposit ledgers or
card records.
6 years after refund.
(ME)
(b)
Customers' deposit certificate
books.
6 years after refund.
(ME)
(c)
Receipts for customers'
deposits refunded.
6 years after refund.
(ME)
(d)
Receipts for interest on
customers' deposits.
6 years after refund.
(ME)
(e)
Records of customers' deposits
unclaimed.
7 years.
(M)
38.
Meter reading sheets and
records:
(a)
Superseded meter reading
sheets.
Destroy at option if data are
recorded on customers' ledger and retained as provided in Item 42(a) and (b);
otherwise, 2 years.
(M)
(b)
Superseded indexes to meter
books.
Ditto
(c)
Meter reread sheets (special
readings to check high or low consumption).
Ditto
(d)
Customers' reading cards.
Destroy at option if data are
recorded on customers' ledger and retained as provided in 42(a) and (b); otherwise,
2 years.
(M)
(e)
Meter reading documents used in
lieu of meter reading sheets.
Ditto.
(f)
Connection and disconnection
orders.
1 year.
(M)
39.
Maximum demand charts and
demand meter record cards.
2 years, except where charts are
exchanged with the customer and the basic chart information is transferred to
another record the charts need only be retained 1 year provided the record
containing the basic data is retained 2 years.
(M)
40.
Miscellaneous billing data:
(a)
Billing department's copy of
contracts with customers (in addition to contracts in general file).
Destroy at option.
(M)
(b)
Service and inspection orders
on which customers are charged and sundry charge advices.
1 year.
(M)
(c)
Authorizations for charges
under water service contracts.
1 year after expiration of
contract.
(ME)
(d)
Standard billing sheets or
schedules (showing computed bills of varying consumption according to rates).
Destroy at option.
(M)
41.
Revenue summaries:
(a)
Summaries of monthly operating
revenues according to classes of service of entire water utility.
3 years.
(M)
ge advices.
1 year.
(M)
(c)
Authorizations for charges
under water service contracts.
1 year after expiration of
contract.
(ME)
(d)
Standard billing sheets or
schedules (showing computed bills of varying consumption according to rates).
Destroy at option.
(M)
41.
Revenue summaries:
(a)
Summaries of monthly operating
revenues according to classes of service of entire water utility.
3 years.
(M)
(b)
Summaries of monthly operating
revenues according to classes of service by towns, districts or divisions.
(Including summaries of forfeited discounts and penalties.)
3 years.
(M)
42.
Customers' ledgers and other
records used in lieu thereof:
(a)
Customers' ledgers.
2 years.
(M)
(b)
Records used in lieu of
customers' ledgers, such as bill summaries, registers, bill stubs, meter
reading books, etc.
2 years.
(M)
(c)
Copy of large bills:
(1)
If details are transcribed to
ledgers covered by Item 42(a) above.
Destroy at option.
(M)
(2)
If details are not transcribed
to ledgers.
2 years.
(M)
(d)
Trial balances of ledgers
referred to above.
1 year.
(M)
(e)
Indexes to customers' accounts.
2 years.
(M)
(f)
Change of address notices from
customers.
Destroy at option after changes
are recorded.
(M)
(g)
Cards and other records
relating to forfeited discounts.
2 years.
(M)
43.
Merchandise sales – accounting
and collecting:
(a)
Contracts or sales agreements
with customers and others for the sale or lease of merchandise.
1 year after expiration or
cancellation.
(M)
(b)
Merchandise sales tickets and
charge slips for work done.
Destroy at option.
(M)
(c)
Merchandise sales journals or
registers and summaries of sales.
2 years.
(M)
(d)
Merchandise ledgers,
installment records, and indexes thereto.
1 year after completion of
payment.
(ME)
(e)
Merchandise sales return and
adjustment tickets.
Destroy at option.
(M)
(f)
Cashiers' stubs for merchandise
collections.
6 months.
(M)
(g)
Cashiers' periodic reports and
statements of collections on merchandise accounts.
1 year.
(M)
or
registers and summaries of sales.
2 years.
(M)
(d)
Merchandise ledgers,
installment records, and indexes thereto.
1 year after completion of
payment.
(ME)
(e)
Merchandise sales return and
adjustment tickets.
Destroy at option.
(M)
(f)
Cashiers' stubs for merchandise
collections.
6 months.
(M)
(g)
Cashiers' periodic reports and
statements of collections on merchandise accounts.
1 year.
(M)
(h)
Records of monthly statements
to customers
Destroy at option.
(M)
(i)
Reports relating to status of
merchandise accounts receivable.
1 year.
(M)
(j)
Job orders and supporting
details of charges to customers for work done.
1 year.
(M)
(k)
Trial balances of merchandise
ledgers.
1 year.
(M)
44.
Collection reports and records:
(a)
Periodic reports, lists and
summaries of collections of operating revenues by collectors, agents and
general, local, divisional or district offices. (See Item 34(d).)
Destroy at option.
(M)
(b)
Bill stubs, copy of bills,
collection slips and other records pertaining to collections, summarized or
detailed in daily or periodic cash reports.
6 months.
(M)
(c)
Memorandum records of
remittances from local or branch offices. (See Item 33 which pertains to all
bank accounts, whether at general, local, divisional or district offices.)
1 year.
(M)
45.
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.
(M)
(b)
Detailed records of high-bill
complaints whether or not resulting in adjustments to customers' accounts.
1 year.
(M)
46.
Uncollectible accounts and
customers' credit records:
(a)
Records of ratings, credit
classifications, and investigations of customers.
Destroy at option.
(M)
(b)
Ledger accounts and supporting
details of customers' accounts considered to be uncollectible.
For period legally collectible.
(M)
(c)
Reports and statements showing
age and status of customer's accounts.
1 year.
(M)
s.
1 year.
(M)
46.
Uncollectible accounts and
customers' credit records:
(a)
Records of ratings, credit
classifications, and investigations of customers.
Destroy at option.
(M)
(b)
Ledger accounts and supporting
details of customers' accounts considered to be uncollectible.
For period legally collectible.
(M)
(c)
Reports and statements showing
age and status of customer's accounts.
1 year.
(M)
(d)
Data on unpaid final bills.
1 year.
(M)
(e)
Authorizations for writing off
customers' accounts.
3 years.
(M)
PAYROLL AND
PERSONNEL RECORDS
47.
Payroll Records:
(a)
Payroll sheets or registers of
payments of salaries and wages to individual officers and employees. (See
Item 47(k), below, for pension or annuity payrolls, and Item 23(b) for
construction payrolls.)
4 years.
(M)
(b)
Records showing the
distribution of salaries and wages paid to officers and employees for each
payroll period and summaries or recapitulation statements of such
distribution.
See Item 12(b)(1) and (2).
(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.
See Item 12(b)(1) and (2).
(d)
Payroll checks, receipts for
wages paid in cash, and other evidences of payment for services rendered by
employees.
1 year.
(M)
(e)
Receipts for payrolls and pay
checks delivered to paymasters or other employees for distribution.
Destroy at option.
(M)
(f)
Applications and authorizations
for changes in wage and salary rates, summaries and reports of changes in
payrolls, and similar records.
3 years.
(M)
(g)
Applications for payroll
changes not authorized.
Destroy at option.
(M)
(h)
Payroll authorizations and
records of authorized positions.
3 years.
(M)
(i)
Records of authorizations for
deductions from payroll.
1 year after expiration or
supersedure.
(ME)
(j)
Comparative or analytical
statements of payrolls.
Destroy at option.
(M)
(k)
Pension or annuity payrolls.
4 years.
(M)
(l)
Pension or annuity pay checks.
1 year.
(M)
hanges not authorized.
Destroy at option.
(M)
(h)
Payroll authorizations and
records of authorized positions.
3 years.
(M)
(i)
Records of authorizations for
deductions from payroll.
1 year after expiration or
supersedure.
(ME)
(j)
Comparative or analytical
statements of payrolls.
Destroy at option.
(M)
(k)
Pension or annuity payrolls.
4 years.
(M)
(l)
Pension or annuity pay checks.
1 year.
(M)
(m)
Employee's individual earnings
record.
4 years.
(M)
48.
Assignments and wage deduction
orders:
(a)
Record of assignments and wage
deduction orders, including files of orders, notices, etc., pertaining
thereto.
Destroy at option.
(M)
(b)
Minor's salary releases.
Destroy at option.
(M)
49.
Personnel records:
(a)
Employee's service records,
length of service, and other pertinent data.
3 years after termination of employment.
(ME)
(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.
(M)
50.
Employees' welfare and pension
records:
(a)
Records pertaining to costs of
employees' recreational, educational, hospital benefit, accident prevention,
and similar activities.
3 years.
(M)
(b)
Detailed records showing computations
of accruals for pension liabilities.
25 years.
(M-3)
51.
Instructions to employees and
others:
(a)
Bulletins or memoranda of
general instructions issued by the utility to employees pertaining to changes
in accounting, engineering, operating, maintenance and construction policies,
methods and procedures.
6 years after expiration or
supersedure.
(ME)
(b)
Notices to employees on matters
of discipline, deportment, and other similar subjects.
Destroy at option.
(M)
52.
Organization diagrams and
charts.
Destroy at option.
(M)
PURCHASES AND
STORES
53.
Purchases:
(a)
Advices or requisitions from
storekeeper and others for the purchase of materials and supplies or
services.
Destroy at option.
(M)
s.
6 years after expiration or
supersedure.
(ME)
(b)
Notices to employees on matters
of discipline, deportment, and other similar subjects.
Destroy at option.
(M)
52.
Organization diagrams and
charts.
Destroy at option.
(M)
PURCHASES AND
STORES
53.
Purchases:
(a)
Advices or requisitions from
storekeeper and others for the purchase of materials and supplies or
services.
Destroy at option.
(M)
(b)
Bids received from vendors in
connection with the purchase of materials and supplies.
3 years.
(M)
(c)
Purchase orders and
specifications of materials ordered.
3 years.
(M)
(d)
Contracts for the purchase of
materials and supplies:
(1)
Contracts for materials
directly charged to plant accounts.
See Item 12(b)(1).
(2)
Contracts for other material.
See Item 12(b)(2).
(e)
Purchasing department copy of
invoices for materials and supplies.
Destroy at option.
(M)
(f)
Registers or similar records of
invoices.
3 years.
(M)
(g)
Price records or indexes of
purchases.
Destroy at option.
(M)
(h)
Advices from vendors
acknowledging receipt of orders for materials and supplies, notices of
shipment, packing slips and copy of bills of lading.
Destroy at option.
(M)
(i)
Receipts or delivery tickets
issued for materials and supplies received in installments and subsequently
surrendered with and in support of invoices or bills covering complete
purchases.
Destroy at option.
(M)
(j)
Demurrage or car records
showing periods freight cars as held on company sidings.
Destroy at option.
(M)
(k)
Copy of notices to vendors for
materials and supplies returned for credit or repair.
Destroy at option.
(M)
(l)
Lists or records of invoices
transmitted to or from storekeepers.
Destroy at option.
(M)
(m)
Records and reports used for
checking and tracing materials and supplies covered by invoices provided for
in Item 53(e) above.
Destroy at option.
(M)
54.
Material ledgers:
at option.
(M)
(k)
Copy of notices to vendors for
materials and supplies returned for credit or repair.
Destroy at option.
(M)
(l)
Lists or records of invoices
transmitted to or from storekeepers.
Destroy at option.
(M)
(m)
Records and reports used for
checking and tracing materials and supplies covered by invoices provided for
in Item 53(e) above.
Destroy at option.
(M)
54.
Material ledgers:
(a)
Ledger sheets and card records
of materials and supplies received, issued, and on hand.
3 years, except that material
account distributions are to be preserved in accordance with Item 12(b)(1)
and (2).
(M)
(b)
Statements of materials and
supplies on hand, per ledgers.
3 years.
(M)
55.
Materials and supplies received
and issued:
(a)
Records and reports pertaining
to receipt of materials and supplies.
3 years.
(M)
(b)
Records of inspecting and
testing materials and supplies.
Destroy at option.
(M)
(c)
Records showing the detailed
distribution of materials and supplies issued during accounting periods.
See Item 12(b)(1) and (2).
(d)
Material disbursement tickets showing
quantities, unit prices, and accounts to be charged for materials and
supplies issued from stores for use.
See Item 12(b)(1) and (2).
(e)
Materials returned credit
slips, showing details of materials returned to stock.
See Item 12 (b)(1) and (2).
(f)
Requisitions and receipts for
materials and supplies issued, the details of the issue being set forth in
the material disbursement tickets.
Destroy at option.
(M)
(g)
Records and reports of
materials and supplies transferred from one department, storeroom or division
to another.
Destroy at option.
(M)
(h)
Records and reports of
materials recovered and returned to stock if transcribed to records covered
by Item 55(c) above.
Destroy at option.
(M)
(i)
Records and reports of materials
and supplies issued to individuals or gangs of employees to be accounted for
when used or returned to stock.
Destroy at option after being
accounted for.
(M)
eroom or division
to another.
Destroy at option.
(M)
(h)
Records and reports of
materials recovered and returned to stock if transcribed to records covered
by Item 55(c) above.
Destroy at option.
(M)
(i)
Records and reports of materials
and supplies issued to individuals or gangs of employees to be accounted for
when used or returned to stock.
Destroy at option after being
accounted for.
(M)
(j)
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 copy of purchase
orders and price records, other copies being retained in files of purchasing
department.
Destroy at option.
(M)
56.
Records of sales of scrap and
materials and supplies:
(a)
Authorizations for sale of
scrap and materials and supplies.
3 years.
(M)
(b)
Contracts for sale of scrap and
materials and supplies.
3 years.
(M)
(c)
Memoranda pertaining to sale of
scrap and materials and supplies.
Destroy at option.
(M)
57.
Inventories of materials and
supplies:
(a)
General inventories of
materials and supplies on hand with records of adjustments of accounts required
to bring stores records into agreement with physical inventories.
3 years.
(M)
(b)
Stock cards, inventory cards,
and other detailed records pertaining to the taking of inventories if
abstracted into records covered by Item 57(a) above.
Destroy at option.
(M)
(c)
Minor inventories of materials
and supplies on hand if not reflected in adjustments of accounts.
Destroy at option.
(M)
OPERATIONS
58.
Production – Water supply
purification and pumping:
(a)
Record of water supplied to
distribution system, by source.
3 years.
(M)
(b)
Boiler room, condenser room,
turbine room, and pump room logs, including supporting data.
3 years.
(M)
(c)
Boiler room and turbine room
reports of equipment in service and performance.
3 years.
(M)
(d)
Equipment failure report.
3 years.
(M)
on.
(M)
OPERATIONS
58.
Production – Water supply
purification and pumping:
(a)
Record of water supplied to
distribution system, by source.
3 years.
(M)
(b)
Boiler room, condenser room,
turbine room, and pump room logs, including supporting data.
3 years.
(M)
(c)
Boiler room and turbine room
reports of equipment in service and performance.
3 years.
(M)
(d)
Equipment failure report.
3 years.
(M)
(e)
Pumping output logs with
supporting data.
3 years.
(M)
(f)
Station output reports.
3 years.
(M)
(g)
Oil and waste reports.
3 years.
(M)
(h)
Coal and water logs.
3 years.
(M)
(i)
Gage-reading reports.
3 years.
(M)
(j)
Recording instrument charts.
3 years, except that where the
basic chart information is transferred to another record, the charts need
only be retained one year provided the record containing the basic data is
retained 3 years.
(M)
59.
Transmission and distribution –
Water:
(a)
Operator's daily logs and
reports of operation.
3 years.
(M)
(b)
Equipment logs and records.
3 years.
(M)
(c)
Apparatus failure reports.
3 years.
(M)
(d)
Reports on inspections and
repairs of all street openings.
3 years.
(M)
(e)
Customer meter history records:
(1)
Customer meter test records.
2 years.
(M)
(2)
Records of meter location, including
date of installation.
Until superseded.
(M)
(3)
Meter repair records.
2 years.
(M)
(4)
Records of meter type and
capacity.
For the life of the meter.
(M)
(5)
Other meter history record data
such as purchase date, source, final disposition, etc.
Destroy at option provided
mortality data are retained as provided in Item 31.
(M)
(f)
Meter shop reports (periodic
reports summarizing tests, repairs, etc.
3 years.
(M)
(g)
Pipelines, structures,
equipment and other history records.
For life of equipment.
(M)
60.
Not applicable.
61.
Customers' service:
(a)
Reports of inspecting and
testing on customer's premises.
3 years.
(M)
(b)
Records and reports of
customers' service complaints.
3 years.
(M)
as provided in Item 31.
(M)
(f)
Meter shop reports (periodic
reports summarizing tests, repairs, etc.
3 years.
(M)
(g)
Pipelines, structures,
equipment and other history records.
For life of equipment.
(M)
60.
Not applicable.
61.
Customers' service:
(a)
Reports of inspecting and
testing on customer's premises.
3 years.
(M)
(b)
Records and reports of
customers' service complaints.
3 years.
(M)
(c)
Survey of customers' premises
to determine type of service and equipment to be installed.
Destroy at option.
(M)
(d)
Records of installed customers'
appliances.
Destroy at option.
(M)
62.
Records of auxiliary and other operations:
Records of operations other
than water utility operations.
For the same periods as
prescribed in this Part for similar records pertaining to water operations.
STATISTICS
63.
Statistics and Miscellaneous:
(a)
Periodic 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 the accounts of the utility) to show the results of water operations
and the financial condition of the utility.
3 years.
(M)
(b)
All other statistical reports
(not covered elsewhere in this Part) prepared for internal administrative or
operating purposes only and not used as the basis for entries to the accounts
of the utility.
Destroy at option.
(M)
64.
Reports to stockholders:
(a)
Annual reports or statements to
stockholders and essential supporting papers.
Permanently.
(b)
Written acknowledgments of
receipts of reports to stockholders and written requests for copies of such
reports.
Destroy at option.
(M)
65.
Reports to Federal and State
regulatory commissions:
(a)
Annual financial, operating and
statistical reports and essential supporting papers.
Permanently.
(b)
Monthly and quarterly reports
of operating revenues, expenses and statistics and essential supporting
papers.
3 years after current year.
(M)
ts to stockholders and written requests for copies of such
reports.
Destroy at option.
(M)
65.
Reports to Federal and State
regulatory commissions:
(a)
Annual financial, operating and
statistical reports and essential supporting papers.
Permanently.
(b)
Monthly and quarterly reports
of operating revenues, expenses and statistics and essential supporting
papers.
3 years after current year.
(M)
(c)
Special or periodic reports and
essential supporting papers on the following subjects:
(1)
Transactions with associated
companies.
3 years.
(M)
(2)
Budgets of expenditures.
3 years.
(M)
(3)
Accidents.
3 years.
(M)
(4)
Employees and wages.
3 years.
(M)
(5)
Loans to officers and employees.
3 years after fully paid.
(ME)
(6)
Issues of securities.
Until all securities covered
are retired.
(M)
(7)
Purchases and sales of water
properties.
Permanently
(M)
(8)
Service interruptions.
6 years.
(M)
66.
Tabulating cards, tapes, etc.,
used only in compilation of statistics, when the results are transcribed to
other records covered by this Part. (See Item 21.)
Destroy at option after
appropriate summaries have been made.
(M)
MISCELLANEOUS
67.
Maintenance work orders and job
orders:
(a)
Authorizations for expenditures
for maintenance work to be covered by work orders, including memoranda
showing the estimates of costs to be incurred.
3 years.
(M)
(b)
Work order sheets to which are posted
in detail the entries for labor, material and other changes in connection
with maintenance and other work pertaining to the utility's operations.
3 years.
(M)
work orders and job
orders:
(a)
Authorizations for expenditures
for maintenance work to be covered by work orders, including memoranda
showing the estimates of costs to be incurred.
3 years.
(M)
(b)
Work order sheets to which are posted
in detail the entries for labor, material and other changes in connection
with maintenance and other work pertaining to the utility's operations.
3 years.
(M)
(c)
Summaries of expenditures on
maintenance work orders and job orders and clearances to operating and other
accounts (exclusive of plant accounts).
3 years.
(M)
68.
Budgets and other forecasts of
estimated future income, receipts and expenditures in connection with
financing, construction, operations, and acquisitions or dispositions of
properties or investments by the utility and its associated companies,
prepared for internal administrative or operating purposes, including
revisions of such estimates and memoranda showing reasons for revisions; also
records showing comparison of actual income and receipts and expenditures
with estimates.
Destroy at option.
(M)
69.
Injuries and damages:
(a)
Claim registers, card or book
indexes and similar records in connection with claims presented against the
utility in connection with accidents resulting in damage to the property of
others or personal injuries.
2 years after settlement.
(M)
(b)
Papers, reports, statements of
witnesses, etc., necessary to support or rejection of individual claims
against the utility.
2 years after settlement.
(M)
(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.
(M)
(d)
Detailed schedules or spread
sheets of payments to others for personal injuries or for property damages.
2 years after settlement.
(M)
(e)
Detailed schedules of periodic
accruals to reserves for injuries and damages or for self-insurance.
Destroy at option.
(M)
70.
Correspondence:
perty damages or personal
injuries, not necessary to the support or rejection of claims.
Destroy at option.
(M)
(d)
Detailed schedules or spread
sheets of payments to others for personal injuries or for property damages.
2 years after settlement.
(M)
(e)
Detailed schedules of periodic
accruals to reserves for injuries and damages or for self-insurance.
Destroy at option.
(M)
70.
Correspondence:
(a)
Correspondence and indexes
thereto relating to subjects covered by other items of this Part.
For the period prescribed for
the item to which it relates where necessary to a proper explanation of same;
otherwise, destroy at option.
(M)
(b)
Stenographers' notebooks and
dictaphone or other mechanical device records.
Destroy at option.
(M)
(c)
Mailing lists of prospects for
appliance sales, securities, etc.
Destroy at option.
(M)
71.
Legal opinions and advice,
pleadings, briefs, etc., relating to judicial proceedings; information
furnished pursuant to subpoena or other legal requirements; copy of
applications, complaints, etc., and other legal papers in proceedings before
regulatory, taxing and other governmental authorities.
For the period prescribed for
the item to which it relates.
72.
Other miscellaneous records:
(a)
Reports of unclaimed items such
as customers' deposits, employees' wages, dividends, etc., paid to the State
of Illinois.
3 years.
(M)
(b)
Copy of advertisements by the
utility in behalf of itself or any associated 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.)
3 years.
(M)
(c)
Receipts and records pertaining
to delivery of articles to employees, such as badges, keys and material
receipt books.
Destroy at option.
(M)
(d)
Records of building space
occupied by various departments of the utility.
Destroy at option.
(M)
opportunities, services,
territory, routine notices and invitations for bids for securities, all of
which may be destroyed at option.)
3 years.
(M)
(c)
Receipts and records pertaining
to delivery of articles to employees, such as badges, keys and material
receipt books.
Destroy at option.
(M)
(d)
Records of building space
occupied by various departments of the utility.
Destroy at option.
(M)
(e)
Indexes of forms used by the utility.
Destroy at option.
(M)
(f)
Transmittal lists or forms used
for indicating papers and records forwarded from one department to another,
provided such lists do not contain data affecting the accounts of the
utility.
Destroy at option.
(M)
73.
Records of predecessors and
former associates.
For the same periods as
prescribed elsewhere in this Part for similar records of the utility, except
that all such records may be destroyed at option after:
(a) Records of utility plant acquired
have been established.
(b) Original cost of the
acquired plant has been unconditionally approved by the Commission.
(c) Acquisition adjustment
entries, including proposed or required amortizations, have been approved by
the Commission.
74.
Duplicate accounts, records and
memoranda:
Duplicates, either in whole or
in part, of accounts, forms, reports, correspondence and other records listed
herein, when all significant information on the duplicate is shown on the original
or other copy or on other records retained for the period prescribed in this
Part.
Destroy at option.
(M)
This is a copy of a public record, reproduced as it was published. It is not legal advice, and it may not be the version a court would rely on. Check the official source before you cite it.