Code of Massachusetts Regulations › 220 CMR - DEPARTMENT OF PUBLIC UTILITIES › Title 220 CMR 75.00 - The Preservation Of Records Of Electric, Gas, And Water Utilities › Section 75.05 - Schedule of Records and Periods of Retention

Current through Register 1525, July 5, 2024
Corporate and Genera
l
(1) Capital stock records.
(2) Proxies and voting lists.
(3) Reports to stockholders.
(4) Debt security records.
(5) Filings with and authorization by
		regulatory agencies.
(6)
		Organizational documents.
(7)
		Contracts and agreements.
(8)
		Accountants' and auditors' reports.
Automatic Data
		  Processing
(9)
		Automatic data processing records.
General Accounting
		  Records
(10)
		General and subsidiary ledgers.
(11) Journals.
(12) Journal vouchers and entries.
(13) Cash books.
(14) Voucher register.
(15) Vouchers.
(16) Accounts receivable.
(17) Records of securities owned.
(18) Payroll records.
(19) Assignments, attachments, and
		garnishments.
Insurance
(20) Insurance records.
(21) Injuries and damages.
Operations and
		  Maintenance
(22.1) Production - Electric
		(non-nuclear)
(22.2) Production -
		Electric (nuclear)
(22.3)
		Production - Gas
(22.4) Production
		- Water
(23.1) Transmission and
		distribution - Electric
(23.2)
		Transmission and distribution - Gas
(23.3) Transmission and distribution -
		Water
(24) Customers'
		service
(25) Records of auxiliary
		and other operations.
(26)
		Maintenance work orders and job orders.
Personnel
(27) Personnel records.
(28) Employees benefit and pension
		records.
(29) Instruction to
		employees and others.
Plant and
		  Depreciation
(30) Plant ledgers.
(31) Construction work in progress.
(32) Retirement work in progress.
(33) Summary sheets.
(34) Appraisals and valuations.
(35) Maps.
(36) Engineering records.
(37) Contracts and other agreements relating
		to utility plant.
(38)
		Reclassification of utility plant account records.
(39) Accumulated depreciation and depletion
		of utility plant account records.
Purchases and Stores
(40) Procurements.
(41) Material ledgers.
(42) Materials and supplies received and
		issued.
(43) Records of sale of
		scrap and materials and supplies.
(44) Inventories of materials and supplies.
Revenue Accounting and
		  Collecting
(45)
		Customers' service applications and contracts.
(46) Rate schedules.
(47) Customer guarantee deposits.
(48) Water reading sheets and
		records.
(49) Maximum demand
		pressure temperature.
(50)
		Miscellaneous billing data.
(51)
		Revenue summaries.
(52) Customers'
		ledgers.
(53) Merchandise
		sales.
(54) Collection reports and
		records.
(55) Customers' account
		adjustments.
(56) Uncollectible
		accounts.
Tax
(57) Tax records.
Treasury
(58) Statement of funds and
		deposits.
(59) Records of deposits
		with banks and others.
(60) Records
		of receipts and disbursements.
Miscellaneous Records
(61) Statistics.
(62) Budgets and other forecasts.
(63) Correspondence.
(64) Records of predecessor and former
		associates.
(65) Reports to federal
		and state regulatory agencies.
(66)
		Copies of advertisements.
SCHEDULE OF RECORDS AND PERIODS OF RETENTION
Description
Retention Period
CORPORATE AND
				  GENERAL
(1) Capital stock records:
(a) Capital stock ledgers or other records showing
				  the same information
six years after the stock-holders' account is
				  closed.1
(b) Capital stock subscription accounts, warrants,
				  requests for allotments, and other essential papers related
				  thereto.
two years after settlement.
(c) Stubs or similar records of capital stock
				  certificate issuance where not used as capital stock ledger
				  record.
six years after cancellation of certificate If this
				  record serves the purpose of a capital stock ledger, Item(1)(a) is
				  applicable.
(d) Stock transfer registers or sheets or similar
				  records.
six years after last entry on page or sheet sheet of
				  record.
(e) Papers pertaining to or supporting transfers of
				  capital stock:
Papers that are recorded officially in a court or in
				  the office of some other public recording authority; and other papers presented
				  by any bank or trust company requesting transfers in its capacity as a
				  fiduciary and miscellaneous papers.
Destroy at option or return to
				  stockholder.
(f) Canceled capital stock certificates where not
				  used as capital stock ledger records.
six years after cancellation of certificate.
If this record serves the purpose of a capital stock
				  ledger, Item 1(a) is applicable.
(g) Change of address notices of stockholders.
(h) Bonds of indemnity and affidavits covering
				  issuances of stock certificates to replace lost certificates.
Destroy at option after changes are recorded.
six years after expiration of bonds.
(i) Letters, notices, reports, statements, and other
				  communications distributed to all stockholders of a particular
				  class:
1. Formal communications addressed to all
				  stockholders of a particular class, including annual reports to stockholders,
				  notices of annual and special meetings of stockholders, and other notices,
				  reports, letters, or statements relating to corporate or stockholder
				  actions.
Life of public utility.
2. Interim reports of operations, speeches of
				  corporate officers, notices of change of corporate address, of telephone
				  numbers, etc.
six years after the date thereof.
(j) Dividend registers, lists or similar
				  records.
six years.
(k) Paid dividend checks.
six years.
(l) Third-party dividend orders.
six years after recision order.
(2) Proxies and voting lists:
(a) Proxies of holders of voting
				  securities.
three years.
(b) Lists of holders of voting securities represented
				  at meetings.
one year.
(3) Reports to stockholders:
(a) Annual reports or statements to
				  stockholders.
Life of public utility.
(b) Written acknowledgments of receipts of reports to
				  stockholders and written requests for copies of such reports.
Destroy at option.
(4) Debt security
				  records:2
(a) Registered bond and debenture
				  ledgers.
three years after retirement.
(b) Bond and debenture subscription accounts,
				  warrants, subscription notices, requests for allotment, and essential papers
				  related thereto.
three years after settlement.
(c) Stubs or similar records of bond and debenture
				  certificates issued.
three years after redemption.
(d) Papers pertaining to or supporting transfers of
				  registered bonds and debentures:
Papers that are recorded officially in a court or in
				  the office of some other public recording authority; and other papers presented
				  by any bank or trust company requesting transfers in its capacity as a
				  fiduciary, plus other miscellaneous papers.
Destroy at option or return to holders of the bonds
				  or debentures.
(e) Records of bond and debenture interest coupons
				  paid and unpaid.
Destroy at
				  option.3
(f) Canceled bonds and debentures and paid interest
				  coupons pertaining thereto.
Destroy at option3
				  .
(g) Trust indentures, loan agreements, or other
				  contracts or agreements securing debt securities issued.
(If such papers or documents are included among the
				  records covered by Item 5, this instruction will not apply.)
six years after redemption.
(h) Copies 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.
six years after redemption.
(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 company 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
				  any federal or state regulatory agency prior to redemption and for an
				  additional period of six years after redemption).
(i) Paid or canceled debt securities evidencing
				  temporary borrowings.
three years after payment or cancellation, provided
				  other records of issuance and payment or cancellation are
				  maintained.
(j) Paid interest checks.
six years.
(5) Filings with and authorizations by regulatory
				  agencies:
(a) Authorization from regulatory bodies for issuance
				  of securities:
1. Copies of applications to regulatory bodies for
				  authority to issue stocks, bonds, and other securities, including copies of
				  exhibits in support of such applications.
25 years or until all securities covered are retired,
				  whichever is shorter.4
2. Official copies of opinions and orders of
				  regulatory bodies granting authority to issue securities.
Until securities covered are retired.
3. Reports filed with regulatory bodies in compliance
				  with authorizations to issue securities. (Reports of sales of securities, of
				  application of proceeds, etc.) File copies of such reports and supporting
				  papers.
Until securities covered are retired.
(b) Copies of registration statements and other data
				  filed with the Securities and Exchange Commission:
1. In connection with offerings of securities for
				  sale to the public or the listing of securities on exchanges, including
				  supporting papers.
25 years or until all securities covered are retired,
				  whichever is shorter.4
(2) Copies of periodic reports and supporting paper
				  filed in compliance with either the Securities Act of 1933 or the Securities
				  Exchange Act of 1934.
25 years.
(6) Organizational documents:
(a) Minute books of stockholders', directors', and
				  directors committee meetings, and of Board of Light Commissioners or other
				  municipal governing body.
Life of public utility.
(Permanently for municipalities.)
(b) Titles, franchises, and licenses:
1. Deeds and other title papers (including abstracts
				  of title and supporting data).
six years after property is disposed of unless
				  surrendered to transferee.
2. Corporate charters or certificates of
				  incorporation.
Life of public utility.
3. Franchises and certificates authorizing operations
				  as a public utility.
Life of public utility.
4. Licenses (including amendments thereof) granted by
				  federal or state authorities for construction and operation of utility
				  plant.
25 years after plant is retired or expiration of
				  license, whichever is shorter.
5. Copies of formal orders of regulatory agencies
				  served on the public utility.
Life of public utility.
(c) Permits:
1. Permits and granted applications for the use of
				  facilities others
six years after expiration or
				  cancellation.
2. Copies of permits and applications granted others
				  for the use of the utility's facilities.
six years after expiration or
				  camcellation.
3. Applications for the use of facilities not granted
				  and copies of such applications.
Destroy at option.
4. Permits of a temporary nature for municipalities
				  or others to perform specific work, such as permits to open
				  streets.
Destroy at option.
(d) Organization diagrams and charts.
Destroy at option after expiration or
				  supersession.
(7) Contracts and agreements (except contracts
				  provided for elsewhere):
(a) Service contracts, such as for management,
				  accounting, financial, and engineering services.
six years after expiration or
				  cancellation.
(b) Contracts with other utilities, or affiliates,
				  for the purchase, sale
six years after expiration or
				  cancellation.
or interchange of product.
(c) Leases pertaining to rentals of property to or
				  from others.
six years after expiration or
				  cancellation
(d) Contracts and agreements with individual
				  employees, labor unions, company unions, and other employee organizations
				  relative to wage rates, hours, and similar matters.
six years after expiration or
				  cancellation.
(e) Contracts, agreements, and/or other essential
				  records necessary to the carrying out of the functions of an employees' stock
				  purchase plan or other type of employees' saving plan.
six years after expiration or
				  cancellation.
(f) Contracts or agreements for the acquisition or
				  disposal of investments (excluding temporary cash investments).
25 years after disposal.
(g) Memoranda essential to clarifying or explaining
				  provisions of contracts listed above.
For the same period as contracts to which they
				  relate.
(h) Card or book records of contracts, leases, and
				  agreements made, showing dates of expirations and or renewals, and payments
				  under such contracts, etc.
For the same period as contracts to which they
				  relate.
(8) Accountants' and auditors' reports:
(a) Reports of examinations and audits by accountants
				  and auditors not in the regular employ of the public utility (such as reports
				  of public accounting firms and regulatory agency accountants).
Seven years after date of report.
(b) Internal audit reports and work
				  papers.
Seven years after date of report.
Automatic Data
				  Processing
(9) Automatic data processing records (Retain
				  original source data used as input for data processing and data processing
				  report printouts for the applicable periods prescribed elsewhere in the
				  Schedule.):
(a) Punched cards, tapes, similar media used as
				  intermediate records or steps in data processing for assembling data to be
				  posted to the records of the company or used in a report or a
				  study.
Destroy at option.
(b) Program documentation and revisions
				  thereto.
Retain for periods prescribed for related output
				  data. Statements and illustrations as to the scope of operations should be
				  sufficiently detailed to indicate (a) the application being performed, (b) the
				  procedures employed in each application (that, for example, might be supported
				  by flow charts, block diagrams, or other descriptions of operating procedures),
				  and (c) the controls used to insure accurate and reliable processing. Major
				  program changes, together with their effective dates, should be noted in order
				  to preserve an accurate chronological record.
General Accounting
				  Records
(10) General and subsidiary ledgers:
(a) 1. General ledgers.
50 years.
2. Ledgers subsidiary or auxiliary to general ledgers
				  except ledgers provided for elsewhere.
50 years.
(b) 1. Indexes to general ledgers.
50 years.
2. Indexes to subsidiary ledgers except ledgers
				  provided for elsewhere.
50 years.
(c) Trial balance sheets of general and subsidiary
				  ledgers.
Two years.
(11) Journals:
(a) General and subsidiary.
50 years.
(12) Journal vouchers and journal entries including
				  supporting detail:
(a) Journal vouchers and journal
				  entries.
50 years.
(b) Analyses, summarizations, distributions, and
				  other computation that support journal vouchers and journal
				  entries:
1. Charging plant accounts.
Six years.
2. Charging all other accounts.
Six years.
(c) Schedules for recurring journal
				  entries.
Destroy when superseded.
(d) Lists of standard journal entry
				  numbers.
Destroy when superseded.
(13) Cash books:
(a) General and subsidiary or auxiliary
				  books.
Ten years after close of fiscal year.
(14) Voucher registers:
(a) Voucher registers or similar
				  records.
Six years.
(15) Vouchers:
(a) Paid and canceled vouchers
				  (
i.e
., one copy analysis sheets showing detailed distribution
				  of charges on individual vouchers and other supporting papers).
Six years.
(b) Original bills and invoices for materials,
				  services, etc., paid by vouchers.
Six years.
(c) Paid checks and receipts for payments by voucher
				  or otherwise.
Six years.
(d) Authorization for the payment of specific
				  vouchers.
Six years.
(e) Lists of unaudited bills (accounts payable),
				  lists of vouchers transmitted and memoranda regarding charges in unaudited
				  bills.
Destroy at option.
(f) Voucher indexes.
Destroy at option.
(16) Accounts receivable (see Items 53 and 54 for
				  accounts with customers for utility service and for merchandise sales,
				  respectively):
(a) Records of accounts receivable pertaining to
				  sales of utility plant.
Three years after settlement.
(b) Record or register of accounts receivable and
				  indexes thereto and summaries of distribution.
Three years after settlement.
(c) Accounting department copies of invoices issued
				  and supporting papers that do not accompany the original invoices and
				  authorizations for charges including supporting papers.
Three years after settlement.
(d) Periodic statements of unsettled accounts, except
				  trial balances.
Destroy at option.
(e) Schedule of invoices to be issued.
(17) Records of securities owned:
(a) Records of securities owned, in treasury, or with
				  custodians (excluding temporary investment of cash).
Destroy at option.
Six years after disposal of the
				  investment.
(18) Payroll records:
(a) Payroll sheets or registers of payments of
				  salaries and wages.
Six years.
(b) Records showing the distribution of salaries and
				  wages paid and summaries or recapitulation statements of such
				  distribution.
Six years.
(c) Time tickets, time sheets, time books, time
				  cards, worker's reports and other records showing hours worked, description of
				  work and accounts to be charged:
1. When used as a basis for payment of salaries and
				  wages supporting records described in Item 18(a).
Six years.
2. When used solely as basis for supporting records
				  described in Item 18(a).
Destroy at option.
(d) Paid checks, receipts for wages paid in cash, and
				  other evidences of payments for services rendered by employees.
Three years.
(e) Applications and authorizations for changes in
				  wage and salary rates, summaries and reports of changes in payrolls, and
				  similar records.
Three years.
(f) Applications for payroll changes not
				  authorized.
Destroy at option.
(g) Payroll authorizations and records of authorized
				  positions.
Three years.
(h) Records of deductions from
				  payrolls.
Destroy at option.
(i) Comparative or analytical statements of
				  payrolls.
Destroy at option.
(j) Employees' individual earnings
				  record.
Six years after termination of
				  employment.
(19) Assignments, attachments, and
				  garnishments:
(a) Record of assignments, attachments, and
				  garnishments of employees' salaries, including files of notices, etc.,
				  pertaining thereto.
Destroy at option.
(b) Minors' salary releases.
Destroy at option.
Insurance
20. Insurance records:
(a) Records of insurance policies in force, showing
				  coverage, premiums paid, and expiration dates.
Destroy at option after expiration of such policies
				  plus one year, except records of liability insurance coverage, which are to be
				  retained six years after expiration of such policies, and records of
				  environmental liability coverage, which are to be retained for the life of
				  utility.
(b) Insurance policies.
Destroy at option after expiration of such policies
				  plus one year, except policies for liability insurance, which are to be
				  retained six years after expiration of such policies, and policies for
				  environmental liability insurance, which are to be retained for the life of
				  utility.
(c) Records of amounts recovered from insurance
				  companies in connection with losses and of claims against insurance companies,
				  including reports of losses and supporting papers.
six years, except records of liability liability
				  insurance coverage, which are to be retained an additional six years, and
				  records of environmental liability insurance, which are to be retained for the
				  life of utility.
(d) Inspectors' reports and records of condition of
				  property.
Destroy when superseded, except records of liability
				  insurance, which are to be retained an additional six years, and records of
				  environmental liability insurance, which are to be retained for the life of
				  utility.
(e) Insurance maps of property and structures erected
				  thereon.
Destroy when superseded, except records of liability
				  insurance, which are to be retained an additional six years, and records of
				  environmental liability insurance, which are to be retained for the life of
				  utility.
(f) Records and statements relating to insurance
				  requirements.
Destroy at option, except records of liability
				  insurance, which are to be retained six years, and records of environmental
				  liability insurance, which are to be retained for the life of
				  utility.
(21) Injuries and damages:
(a) Claim registers, card or book indexes, and
				  similar records in connection with claims presented against the public utility
				  in connection with accidents resulting in damage to the property of others or
				  personal injuries.
Two years after settlement, or at the expiration of
				  any appeal periods, whichever is longer.
(b) Papers, reports, statements of witnesses, etc.,
				  necessary to the support or rejection of individual claims against the
				  company.
Two years after settlement, or at the expiration of
				  any appeal periods, whichever is longer.
(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.
(d) Detailed schedules or spread sheets of payments
				  to others for personal injuries or for property damages.
Two years after settlement, or at the expiration of
				  any appeal periods, whichever is longer.
Operations and
				  Maintenance
(22.1) Production - Electric
				  (non-nuclear):
(a) Boiler room and turbine room reports of equipment
				  in service and performance.
Three years.
(b) Boiler-tube failure and repair/ replacement
				  reports.
25 years.
(c) Generation and output logs with supporting
				  data.
Six years.
(d) Station and system generation
				  reports.
25 years.
(e) Load curves, temperature logs, coal, gas, oil,
				  and water logs.
Three years.
(f) Gauge-reading reports.
Two years, except river-flow data collected in
				  connection with hydro- operation shall be retained for life of the
				  plant.
(g) Recording instrument charts.
One year, except where the basic chart information is
				  transferred to another record, the charts need only be retained six months
				  provided the record containing the basic data is retained one year.
(h) Load dispatcher's and station
				  permits
One year, except where the basic chart information is
				  transferred to another record, the charts need only be retained six months
				  provided the record containing the basic data is retained one year.
(i) Records on any design changes.
Life of unit.
(j) Plant incident reports (abnormal
				  occurrences).
Life of a unit.
(k) Records on changes of any operating
				  procedures.
Life of unit.
(l) Records on changes of any preventive maintenance
				  procedures.
Life of unit.
(22.2) Production - Electric (nuclear):
(a) Records of normal plant operation, including
				  power levels and periods of operations at each power level.
Six years/operating charts for the first three years'
				  operation will be stored for the life of unit.
(b) Records of principal maintenance activities,
				  including inspection, repair, substitution, or replacement of principal items
				  of equipment, including those pertaining to nuclear safety.
Six years/operating charts for the first three year's
				  operation will be stored for life of unit.
(c) Records of abnormal occurrences.
Six years/operating charts for the first three years'
				  operation will be stored for life of unit.
(d) Records of periodic checks, inspections, and
				  calibrations performed to verify that surveillance requirements are being
				  met.
Six years/operating charts for the first three years'
				  operation will be stored for life of unit
(e) Steam generator tube failure and
				  repair/replacement reports.
Life of unit.
(f) Records and prints of changes made to the plant
				  as described in the Final Safety Safety Analysis Report, or similar report as
				  required.
Life of unit.
(g) Records of changes made in operating
				  procedures.
Life of unit.
(h) Plant design change records
				  (PDCRs).
Life of unit.
(i) Plant Incident Reports (PIRs).
Life of unit.
(j) Records on changes in preventive maintenance
				  procedures.
Life of unit.
(k) All documents prepared by the public utility, or
				  on its behalf, for the Nuclear Regulatory Commisson (NRC) (e.g., Licensee Event
				  reports, Systematic Assessment of Licensee Performance reports, Institute of
				  Nuclear Power evaluation reports).
Life of unit.
(l) All documents prepared by the NRC, or on its
				  behalf, for the public utility.
Life of unit.
(22.3) Production - Gas:
(a) Boiler and gas machine logs, including supporting
				  data.
Three years.
(b) Gas generation and output logs with supporting
				  data.
Three years.
(c) Temperature and atmospheric pressure
				  logs.
20 years, unless other weather series are kept for
				  forecasting purposes, in which case three years.
(d) Coal, coke, and oil reports.
Three years.
(e) Residual reports.
Three years.
(f) Recording instrument charts such as pressure
				  (static and/or differential), temperature, specific gravity, hearing value,
				  etc.
One year, except where the basic chart information is
				  transferred to another record, the charts need only be retained six months
				  provided the record containing the basic data is retained one year.
(g) Test of heating value at stations and outlying
				  points.
Six years.
(h) Records of gas produced, gas purchased, gas sent
				  out, and holder stock.
20 years, unless other records of send out are kept
				  for forecasting purposes, in which case six years.
(i) Analysis of gas produced and purchased including
				  British Thermal Unit (BTU) and sulphur content.
20 years, unless other records of analysis are kept
				  for forecasting purposes, in which case six years.
(j) Records of general inspection and operating
				  tests.
Three years.
(k) Well records, including clearing, bailing,
				  shooting, records; rock pressure; open flow; production, gas analysts' reports,
				  etc.
One year after field or relevant production area
				  abandoned.
(l) Gasoline production.
Six years.
(m) Gas production by counties.
Destroy at option.
(n) Gas measuring records.
One year, except where the basic chart information is
				  transferred to another record, the charts need only be retained six months
				  provided the record containing the basic data is retained one year.
(o) Tool record.
For life of equipment.
(p) Royalty record.
Six years.
(q) Records of meter tests.
Until superseding test, but not less than two
				  years.
(r) Meter history records.
For life of meter.
(22.4) Production - Water:
(a) Record of water supplied to distribution system,
				  by sources.
15 years or three years after the source is
				  abandoned, whichever is shorter.
(b) Boiler room, condenser room, turbine room, and
				  pump room logs, including supporting data.
Three years.
(c) Boiler room and turbine room reports of equipment
				  in service and performance.
Three years.
(d) Equipment failure report.
Three years.
(e) Pumping output logs with supporting
				  data.
Six years.
(f) Station output reports.
25 years.
(g) Oil and waste reports.
Five years.
(h) Coal and water logs.
Three years.
(i) Gauge-reading reports.
Three years.
(j) Recording instrument charts.
Three years.
(k) Water quality reports.
Five years.
(23.1) Transmission and distribution -
				  Electric:
(a) Substation and transmission line
				  logs.
Life of the line.
(b) System operator's daily logs and reports of
				  operation.
Life of the line.
(c) Storage battery and other equipment logs and
				  records.
Three years.
(d) Interruption logs and reports.
Six years.
(e) Records of substation general inspection and
				  operation tests.
Three years.
(f) Apparatus failure reports.
Six years.
(g) Line-trouble reports and records.
Three years.
(h) Lightning and storm data.
Six years.
(i) Insulator test records.
Three years.
(j) Reports on inspections and repairs of all street
				  openings.
Six years.
(k) Records of meter tests.
Most recent test record shall be retained for at
				  least six years, and any prior test record shall be retained for at least two
				  years, or as may be necessary to comply with service rules regarding refunds on
				  fast meters.
(l) Meter shop reports (monthly reports summarizing
				  tests, repairs, etc.).
Three years.
(m) Meter history records.
For life of meter.
(n) Transformer history records.
For life of transformer.
(o) Records of transformer inspections, oil tests,
				  etc.
Destroy at option.
(p) Pole, tower, structure, equipment, and other
				  history records.
For life of equipment.
(q) Board of Fire Underwriters
				  certificates.
Three years.
(r) Orders from municipalities in connection with
				  street lighting and traffic signal systems.
Three years.
(s) Valve record size, location, and operating
				  data.
Life of public utility, unless information is
				  summarized in other records.
(23.2) Transmission and distribution -
				  Gas:
(a) Transmission line logs.
Five years.
(b) Transmission and distribution department load
				  dispatching operation logs.
Five years.
(c) Service interruption logs and
				  reports.
Six years.
(d) Records of general inspection and operating
				  tests.
Three years.
(e) Reports on inspections and repairs of all street
				  openings.
Six years.
(f) Apparatus failure reports.
Six years.
(g) Records of meter tests.
Most recent test record shall be retained for at
				  least seveny ears, and any prior test record shall be retained for at least two
				  years, or as may be necessary to comply with service rules regarding refunds on
				  fast meters.
(h) Meter history records.
For life of meter.
(i) Meter shop reports (monthly reports summarizing
				  tests, repairs, etc.).
Three years.
(j) Gas measuring records.
Three years.
(k) Transmission line operating
				  reports.
Three years.
(l) Compressor operation and reports.
Three years.
(m) Gas pressure department reports.
Three years.
(n) Recording instrument charts such as pressure
				  (static and/or differential), temperature, specific gravity, heating value,
				  etc.
One year, except where the basic chart information is
				  transferred to another record, the charts need only be retained sixmonths
				  provided the record containing the basic data is retained one year.
(23.3) Transmission and Distribution -
				  Water:
(a) Operator's daily logs and reports of
				  operation.
Six years.
(b) Equipment logs and records.
Three years.
(c) Apparatus failure reports.
Six years.
(d) Reports on inspections and repairs of all street
				  openings.
Six years.
(e) Records of meter tests.
Most recent test record shall be retained for at
				  least six years, and any prior test record shall be retained for at least two
				  years, or as may be necessary to comply with service rules regarding refunds on
				  fast meters.
(f) Meter history records.
For life of meter, plus three years.
(g) Pipelines, structures, equipment, and other
				  history records.
For life of equipment.
(h) Meter shop reports (monthly reports summarizing
				  tests, repairs, etc.).
Six years.
(24) Customers' service:
(a) Reports of inspections of customers'
				  premises.
Two years.
(b) Records and reports of customers' service
				  complaints.
Two years.
(c) Survey of customers' premises to determine type
				  of service and equipment to be installed.
Destroy at option.
(d) Records of installed customers'
				  appliances.
Destroy at option.
(25) Records of auxiliary and other
				  operations:
(a) Records of operations other than utility
				  operations.
Retain for same periods as prescribed in
				  220 CMR 75.00 for similar
				  records pertaining to utility operations.
(26) 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.
Six years.
(b) Work order sheets to which are posted in detail
				  the entries for labor, material, and other charges in connection with
				  maintenance and other work pertaining to utility operations.
Six years.
(c) Summaries of expenditures on maintenance and job
				  orders and clearances to operating and other accounts (exclusive of plant
				  accounts).
Six years.
PERSONNEL
(27) Personnel records:
(a) Employees' service records, length of service,
				  and other pertinent data.
Three years after termination of
				  employment.
(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.
(28) Employees' benefit and pension
				  records:
(a) Detailed records showing computations of accruals
				  for pension liabilities.
Six years after supersession of the study or report
				  or termination of plan.
(b) Pension or annuity payrolls.
Six years.
(c) Pension paychecks.
Three years.
(d) Records pertaining to employees' benefit
				  programs.
Destroy at option.
(29) Instructions to employees and
				  others:
(a) Bulletins or memoranda of general instructions
				  issued by the public utility to employees pertaining to changes in accounting,
				  engineering, operating, maintenance, and construction policies.
Ten years after expiration or
				  supersession.
(b) Bulletins or memoranda of general instructions
				  issued by the public utility to employees pertaining to accounting,
				  engineering, operating, maintenance, and construction methods and
				  procedures.
Ten years after expiration or
				  supersession.
(c) Notices to employees on matters of discipline,
				  deportment, and other similar subjects.
Destroy at option.
Plant and
				  Depreciation
(30) Plant ledgers:
(a) Ledgers of utility plant accounts including land
				  and other detailed ledgers showing the cost of utility plant by
				  classes.
50 years.
(b) Continuing plant inventory ledger, book, or card
				  records showing description, location, quantities, cost, etc., of physical
				  units (or items) of utility plant owned.
Six years after plant is retired, provided mortality
				  data are retained.5
(31) Construction work in progress ledgers, work
				  orders, and supplemental records:
(a) Construction work in progress
				  ledgers.
Ten years after clearance to the plant account,
				  provided continuing plant inventory records are maintained; otherwise six
				  years
(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.
Ten years after clearance to the plant account,
				  provided continuing plant inventory records are maintained; otherwise six year
				  after plant is retired.
(c) Authorization for expenditures for additions to
				  utility plant, including memoranda showing the detailed estimates of cost and
				  the bases therefor (including original and revised or subsequent
				  authorizations).
Ten years after clearance to the plant account,
				  provided continuing plant inventory records are maintained; otherwise six years
				  after plant is retired.
(d) Requisitions and registers of authorizations for
				  utility plant expenditures.
Ten years after clearance to the plant account,
				  provided continuing plant inventory records are maintained; otherwise six years
				  after plant is retired.
(e) Completion or performance reports showing
				  comparison between authorized estimates and actual expenditures for utility
				  plant additions.
Ten years after clearance to the plant account,
				  provided continuing plant inventory records are maintained; otherwise six years
				  after plant is retired.
(f) Analysis or cost reports showing quantities of
				  materials used, unit costs, number of man-hours, etc., in connection with
				  completed construction project.
Ten years after clearance to the plant account,
				  provided continuing plant inventory records are maintained; otherwise six years
				  after plant is retired.
(g) Records and reports pertaining to progress of
				  construction work, the order in which jobs are to be completed, and similar
				  records that do not form a basis of entries to the accounts.
Destroy at option.
(h) Well-drilling logs and well construction
				  records.
One year after field or relevant production area
				  abandoned.
(32) Retirement work in progress ledgers, work
				  orders, and supplemental records:
(a) Work order sheets to which are posted the entries
				  for removal costs, materials recovered, and credits to utility plant accounts
				  for cost of plant retired.
Ten years after plant is retired, provided mortality
				  data are retained.5
(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.
Ten years after clearance to the plant account,
				  provided continuing plant inventory records are maintained; other-six years
				  after plant is retired.
(c) Registers of retirement work
				  orders.
Ten years.
(33) 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
Ten years after clearance to the plant account,
				  provided continuing plant inventory records are maintained; otherwise six years
				  after plant is retired
(34) Appraisals and valuations:
Appraisals and valuations made by the public utility
				  of its properties or investments or of the properties or investments of any
				  affiliated companies (includes all records essential thereto)
Three years after disposition, termination of lease,
				  or write-off of property or investment.
(35) Maps and map reproductions:
(a) Geological maps and aerial photographs of field
				  showing the location and physical characteristics of production, transmission,
				  and distribution systems of the public utility.
Until map is superseded or six years after plant is
				  retired, provided mortality data are
				  retained.5
(36) The original or reproductions of engineering
				  records, drawings, and other supporting data for proposed as constructed
				  utility facilities:
(a) Maps, 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 six years after plant
				  is retired.5
2. If construction of project does not
				  result.
Destroy at option after completely accounting for
				  expenses incurred.
(37) Contracts and other agreements relating to
				  utility records:
(a) Contracts relating to acquisition or sale of
				  plant.
Six years after plant is retired.
(b) Contracts and other agreements relating to
				  services performed in connection with construction of utility plant (including
				  contracts for the construction of plant by others for the public utility for
				  supervision and engineering relating to construction work).
Six years after plant is retired.
(c) The primary records of gas acreage owned, leased,
				  or optioned excluding deeds and leases but including such records as lease
				  sheets, leasehold cards, and option agreements.
Six years after rights to the gas acreage have
				  expired or otherwise resolved.
(38) Records pertaining to reclassifications of
				  utility plant accounts to conform to prescribed systems of accounts, including
				  supporting papers showing the bases for such reclassifications.
Six years.
(39) Records of accumulated provisions for
				  depreciation and depletion of utility plant and supporting computation of
				  expense:
(a) Detailed records or analysis sheets segregating
				  the accumulated depreciation according to functional classification of
				  plant.
Life of plant, plus two years.
(b) Records supporting computation of depreciation
				  and depletion expense of utility plant, including such data as life and salvage
				  studies.
Life of plant, plus two years.
PURCHASE AND
				  STORES
(40) Procurements:
(a) Agreements entered into for the acquisition of
				  goods or the performance of services. Includes all forms of agreements not
				  specifically set forth in Item 7 such as, but not limited to, letters of
				  intent, exchange of correspondence, master agreements, term contracts, rental
				  agreements, and the various types of purchase orders:
1. For goods or services relating to plant
				  construction.
Six years.
2. For other goods or services.
Six years.
(b) Supporting documents including accepted and
				  unaccepted bids or proposals (summaries of unaccepted bids or proposals may be
				  in lieu of originals) evidencing all relevant elements of the
				  procurement.
Six years.
(c) All other procurement records such as
				  requisitions, advices from suppliers, registers, or similar records of
				  invoices.
Destroy at option after completion of annual audit by
				  independent accountants.
(41) Material ledgers:
(a) Ledger sheets of materials and supplies received,
				  issued, and on hand.
Six years.
(b) Statements of materials and supplies on hand, per
				  ledgers.
Destroy at option after completion of annual audit by
				  independent accountants.
(42) Materials and supplies received and
				  issued:
(a) Records and reports pertaining to receipt of
				  materials and supplies.
Destroy at option after completion of annual audit by
				  independent accountants.
(b) Records of inspecting and testing materials and
				  supplies.
Destroy at option.
(c) Records showing the detailed distribution of
				  materials and supplies issued during accounting periods.
Six years.
(d) Records of material issued, transferred, or
				  returned to stock:
1. Showing quantities, unit prices, and accounts to
				  be charged.
Six years.
2. Showing only quantities and accounts to be
				  charged.
Destroy at option if the basic information contained
				  thereon is transferred to other records.
(e) 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 copies of purchase orders and price records, other
				  copies being retained in files of purchasing department.
Destroy at option.
(43) Records of sales of scrap and materials and
				  supplies:
(a) Authorization for sale of scrap and materials and
				  supplies.
Three years.
(b) Contracts for sale of scrap and materials and
				  supplies.
Three years.
(c) Memoranda pertaining to sale of scrap and
				  materials and supplies.
Destroy at option.
(44) 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.
Destroy at option after completion of annual audit by
				  independent accountants.
(b) Stock cards, inventory cards, and other detailed
				  records pertaining to the taking of inventories if abstracted into records
				  covered by 220 CMR 75.05(44)(a).
Destroy at option.
(c) Minor inventories of materials and supplies on
				  hand if not reflected in adjustments of accounts.
Destroy at option.
REVENUE ACCOUNTING AND COLLEC
ING
(45) Customers' service applications and
				  contracts:
(a) Applications for utility service for which
				  contracts have been executed.
Destroy at option.
(b) Applications for utility service used in lieu of
				  contracts.
One year.
(c) Contracts and card files or other records thereof
				  with customers for utility service (see also 220 CMR 75.05(7)(b))
				  .
One year after expiration or
				  cancellation.
(d) Applications for utility service that were
				  withdrawn by applicant or not granted by the public utility.
One year.
(e) Contracts or sales agreements with customers and
				  others for sale of merchandise and appliances.
One year after sales agreement is
				  discharged.
(f) Contracts for lease of equipment to customers,
				  including receipts for same.
One year after expiration of contract or return of
				  equipment.
(g) Applications and contracts for extensions covered
				  by refundable deposits or guarantees of revenue; also records pertaining to
				  such contracts.
One year after entire amount is refunded.
(h) Contracts for extensions of service for which
				  contributions are made by customers or others.
50 years.
(46) Rate schedules:
(a) General files of published rate sheets and
				  schedules of utility service (including schedules suspended or
				  superseded).
50 years.
(b) Divisional or local office copies of rate sheets
				  and schedules of utility service.
One year after expiration or
				  cancellation.
(47) Customers' guarantee deposits:
(a) Customers' deposit ledgers or card
				  records.
Six years after refund.
(b) Customers' deposit certificate
				  books.
Six years after refund.
(c) Receipts for customers' deposits
				  refunded.
Six years after refund.
(d) Receipts for interest on customers'
				  deposits.
Six years after refund.
(48) Meter reading sheets and records:
(a) Superseded meter reading sheets.
Two years or as may be necessary to comply with
				  service rules regarding refunds on fast meters.
(b) Meter reread sheets (
i.e
.,
				  special readings to check high or low consumption).
One year.
(c) Customers' reading cards.
One year.
(d) Connection and disconnection
				  orders.
One year.
(e) Superseded indexes to meter
				  books.
Destroy at option.
(f) Mark sensed meter reading cards.
Destroy at option after transferring data to other
				  record.
(49) Maximum demand, pressure, temperature, and
				  specific gravity charts, and demand meter record cards.
One year, except where the basic chart information is
				  transferred to another record the charts need only be retained six months,
				  provided the record containing the basic data is retained one year.
(50) Miscellaneous billing data:
(a) Billing department's copies of contracts with
				  customers (in addition to contracts in general files).
Destroy at option.
(b) Service and inspection orders from which
				  customers are charged and sundry charge advices.
One year.
(c) Authorizations for charges under utility service
				  contracts.
One year after expiration of contract.
(d) Standard billing sheets or schedules (showing
				  computed bills of varying consumption according to rates).
Destroy at option.
(51) Revenue summaries:
(a) Summaries of monthly operating revenues according
				  to classes of service for entire public utility.
Six years.
(b) Summaries of monthly operating revenues according
				  to classes of service by towns, districts, or divisions (including summaries of
				  forfeited discounts and penalties.)
Six years.
(52) Customers' ledgers and other records used in
				  lieu thereof:
(a) Customers' ledgers.
Two years or as may be necessary to comply with
				  service rules regarding refunds on fast meters.
(b) Records used in lieu of customers' ledgers, such
				  as bill summaries, registers, bill stubs, etc.
Two years or as may be necessary to with service
				  rules regarding refunds on fast meters.
(c) Copies of large bills:
1. If details are transcribed to ledgers covered by
				  220 CMR 75.05(52)(a).
Destroy at option.
2. If details are not transcribed to
				  ledgers.
Two years.
(d) Trial balances of ledgers referred to
				  above.
One year.
(e) Indexes to customers' accounts.
Two years.
(f) Change of address notices.
Destroy at option.
(g) Cards and other records relating to forfeited
				  discounts.
Two years.
(53) Merchandise sales - accounting and
				  collecting:
(a) Merchandise sales tickets (duplicates) and charge
				  slips for work done.
Destroy at option after annual audit and six months
				  after account is settled.
(b) Merchandise registers and summaries of
				  sales.
Three years.
(c) Merchandise ledgers and installment
				  records.
One year after completion of payments.
(d) Merchandise sales returns and adjustment
				  records.
Destroy at option after annual audit and six months
				  after account is settled.
(e) Cashiers' stubs for merchandise
				  collections.
Six months.
(f) Cashiers' periodic reports and statements of
				  collection on merchandise accounts.
One year.
(g) Records of monthly statements to
Destroy at option.
(h) Reports relating to status of merchandise
				  accounts receivable.
One year.
(i) Job orders and supporting details of charges to
				  customers for work done.
Three years.
(j) Indexes and trial balances of merchandised
				  ledgers.
One year.
(54) Collection reports and records:
(a) Periodic reports, lists, and summaries of
				  collections of operating revenues by collectors, agents, and local or
				  divisional or district offices (see 220 CMR 75.05(60)(d)) .
Destroy at option.
(b) Bill stubs, copies of bills, collection slips,
				  and other records pertaining to collections, summarized or detailed in daily or
				  periodic cash reports.
Six months.
(c) Memorandum records of remittances from local or
				  branch offices (see
220 CMR 75.05(59), which applies to all bank accounts
				  whether at general, local, or divisional offices).
Six months.
(55) 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.
Two years.
(b) Detailed records of high-bill complaints whether
				  or not resulting in adjustments to customers' accounts.
Two years.
(56) Uncollectible accounts and customers' credit
				  records:
(a) Records of ratings, credit classifications, and
				  investigations of customers.
Destroy at option.
(b) Ledger accounts and supporting details of
				  customers' accounts considered to be uncollectible.
For period legally collectible.
(c) Reports and statements showing age and status of
				  customers' accounts.
One year.
(d) Data on unpaid final bills.
One year.
(e) Authorizations for writing off customers'
				  accounts.
Three years.
Tax
(57) Tax records:
(a) Copies of returns and schedules filed with taxing
				  authorities, supporting work papers, records of appeals, tax bills, and
				  receipts for payment
(see 220 CMR 75.05(15)(b)) for vouchers evidencing
				  disbursements):
1. Federal income tax returns.
Seven years after settlement.
2. State income and property tax
				  returns.
Seven years after settlement.
3. Sales and use taxes.
Three years.
4. Other taxes.
Two years after settlement.
5. Agreements between affiliate companies as to
				  allocation of consolidated income taxes.
Two years after settlement.
6. Schedule of allocation of consolidated federal
				  income taxes among affiliate companies.
Seven years after settlement.
(b) Summaries of taxes paid.
Destroy at option.
(c) Filings with taxing authorities to qualify
				  employee benefit plans.
Seven years after settlement of federal return or
				  discontinuance of plan, which-ever is later.
(d) Information returns and reports to taxing
				  authorities.
Three years, or for the period of any extensions
				  granted for audit.
Treasury
(58) Statements of funds and deposits:
(a) Summaries and periodic statements of cash
				  balances on hand and with depositories.
Destroy at option.
(b) Statements of managers' and agents' cash balances
				  on hand and with depositories.
Destroy at option.
(c) Authorizations for and statements of transfer of
				  funds from one depository to another.
Destroy at option.
(d) Requisitions and receipts for funds furnished
				  managers, agents, and others.
Destroy at option after funds have been returned or
				  accounted for.
(e) Records of fidelity bonds of employees and others
				  responsible for funds of the public utility.
Destroy at option after liability of bonding company
				  has expired.
(f) Reports and estimates of funds required for
				  general and special purposes.
Destroy at option.
(59) Records of deposits with banks and
				  others:
(a) Copies of bank deposit slips.
Destroy at option after completion of annual audit by
				  independent accountants.
(b) Advice of deposits made when information thereon
				  is shown on other records that are retained.
Destroy at option after completion of annual audit by
				  independent accountants.
(c) Statements from depositories showinging the
				  details of funds received, disbursed, transferred, and balances on
				  deposit.
Destroy at option after completion of annual audit by
				  independent accountants.
(d) Bank reconcilement papers.
Destroy at option after completion of annual audit by
				  independent accountants.
(e) Statements from banks of interest
				  credits.
Destroy at option after completion of annual audit by
				  independent accountants.
(f) Check stubs, registers, or other records of
				  checks issued.
Six years.
(g) Correspondence and memoranda relating to the
				  stopping of payment of bank checks and to the issuance of duplicate
				  checks.
Six years or destroy at option after check is
				  recovered.
(60) Records of receipts and
				  disbursements:
(a) Daily or other periodic statements of receipts or
				  disbursements of funds.
Destroy at option after completion of annual audit by
				  independent accountants.
(b) Records of periodic statements of outstanding
				  vouchers, checks, drafts etc., issued and not presented.
Destroy at option after completion of annual audit by
				  independent accountants.
(c) Reports of affiliates showing working fund
				  transactions and summaries thereof.
Destroy at option after completion of annual audit by
				  independent accountants.
(d) Reports of revenue collections by field cashiers,
				  pay stations, etc.
Destroy at option after completion of annual audit by
				  independent accountants.
MISCELLANEOUS
(61) Statistics and miscellaneous:
(a) Annual 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
				  accounts of the public utilities concerned) to show the results of operations
				  and the financial condition of the public utility.
Ten years after date of report.
(b) Quarterly, monthly, or other periodic financial,
				  operating, and other statistical reports as above.
Two years after date of report.
(c) All other statistical reports (not covered
				  elsewhere in these regulations) prepared for internal administrative or
				  operating purposes only and not used as the basis for entries to the accounts
				  of the public utility.
Destroy at option.
(62) Budgets and other forecasts (prepared for
				  internal administrative or operating purposes) of estimated future income,
				  receipts, and expenditures in connection with financing, construction, and
				  operations and acquisitions or disposals of properties or investments by the
				  public utility and its affiliate companies, including revisions of such
				  estimates and memoranda showing reasons for revisions; also records showing
				  comparison of actual income and receipts and expenditures with
				  estimates.
Three years.
(63) Correspondence:
(a) Correspondence and indexes thereto relating to
				  offices covered by other items of
				  220 CMR
				  75.00.
Retain for the period prescribed for the item to
				  which it relates where necessary to a proper explanation of same.
(b) Stenographers' notebooks and dictaphone or other
				  mechanical device records.
Destroy at option.
(c) Mailing lists of prospects for appliance sales,
				  securities, etc.
Destroy at option.
(64) Records of predecessors and former
				  affiliates.
Retain until the records of utility plant acquired
				  have been integrated with the public utility's plant records and the original
				  cost of the acquired plant is adequately supported by cost details and until it
				  is ascertained that such records are not necessary to fulfillment of any
				  unsatisfied regulatory requirement, such as: (a) approval and recording of
				  accounting adjustments resulting from reclassification and original cost
				  studies and acceptance of property acquisition journal entries, (b) cost,
				  depreciation, and amortization reserve determinations for plant, and (c)
				  establishment of continuing plant inventory records or accounting evidence of
				  the cost of long-lived property in the absence of such continuing plant
				  inventory records.
(65) Reports to federal and state regulatory
				  agencies:
(a) Annual financial, operating, and statistical
				  reports.
Life of public utility.
(b) Monthly and quarterly reports of operating
				  revenues, expenses, and statistics.
Two years after date of report.
(c) Special or periodic reports on the following
				  subjects:
1. Transactions with affiliated
				  companies.
Six years.
2. Budgets of expenditures.
Three years.
3. Accidents.
Six years.
4. Employees and wages.
Five years.
5. Loans to officers and employees.
Three years after fully paid.
6. Issues of securities.
Data filed with the Securities and Exchange
				  Commission retain 25 years or until all securities covered are retired,
				  whichever is shorter; other reports retain until securities covered are
				  retired.
7. Purchases and sales, utility
				  properties.
Life of public utility.
8. Plant changes -- units added and
				  retired.
Life of public utility.
9. Service interruptions.
Six years.
(d) Cost of service reports filed under section 133
				  of the Public Utility Regulatory Policies Act (PURPA). (See 18 CFR Part 290
				  .)
Five years.
(66) Other miscellaneous records:
(a) Copies of advertisements by the public utility on
				  behalf of itself or any affiliate company in newspapers, magazines, and other
				  publications including records thereof (excluding advertising of product,
				  appliances, employment opportunities, services, territory, route notices, and
				  invitations for bids for securities, all of which may be destroyed at
				  option).
Six years.
(b) Indexes of forms used by public
				  utility.
Destroy when superseded.
NOTES
1. For the purpose of
		220 CMR 75.00, 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 and series
		of stock of the company, and the six-year retention period prescribed herein
		shall run from that date. If such person subsequently acquires shares of
		capital stock of the company and thus again becomes a stockholder of the
		company, the record of such acquisition shall be treated as a new stockholder
		account.
2. The terms "bonds" and
		"debentures," as used in
		220 CMR 75.00, shall include
		all debt securities, such as bonds, debentures, or notes other than debt
		securities that evidence temporary borrowings and that are expected to be
		repaid out of the proceeds of the sale of longer term securities. Typical of
		such temporary debt securities would be notes issued to banks evidencing
		temporary working capital and construction loans.
3. Canceled bonds and debentures and paid
		interest coupons pertaining thereto may be destroyed, provided that a
		certificate of destruction giving full descriptive reference to the documents
		destroyed shall be made by the person or persons authorized to perform such
		destruction and shall be retained by the company for the period herein
		prescribed. The certificate of destruction evidencing the destruction of paid
		interest coupons pertaining to bonds or debentures need not contain a listing
		of the bond or debenture serial numbers pertaining to such paid interest
		coupons. When documents represent debt secured by mortgage, the certificate of
		destruction also shall be authorized by a representative of the trustee(s)
		acting inconjunction with the person or persons destroying the documents or
		shall have the trustee(s) acceptance thereon. The certificate of destruction
		above described may be destroyed six years after the payment and discharge of
		the bonds or debentures or interest coupons described in such
		certificate.
4. If a retention
		period is prescribed elsewhere in 220 CMR 75.05 with respect to any document
		that is included as an exhibit to any filing retained pursuant to the
		requirements of this item, the company need retain only one copy of such
		document in its files provided appropriate cross references are
		established.
5. Life or mortality
		study data for depreciation purposes shall be retained for the life of the
		unit, plus two years.