New York Codes, Rules and Regulations › Title 17 - DEPARTMENT OF TRANSPORTATION › Appendices › Appendix B-3

Current through Register Vol. 46, No. 28, July 10, 2024
PRESERVATION OF RECORDS SCHEDULE OF RECORDS AND PERIODS
				OF RETENTION
TABLE OF CONTENTS
Item
CORPORATE AND GENERAL
(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:
(6) (a) Minute Books
(6) (b) Titles, Franchises, Licenses
(6) (c) Permits
(6) (d) Organization Diagrams and Charts
(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 Registers
(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
PERSONNEL
(27) Personnel Records
(28) Employees' Benefit and Pension Records
(29) Instructions to Employees and Others
PURCHASES AND STORES
(40) Procurements
(41) Material Ledgers
(42) Materials and Supplies Received and Issued
(43) Records of Sales of Scrap and Materials and
				Supplies
(44) Inventories of Materials and Supplies
REVENUE ACCOUNTING AND COLLECTING
(46) Rate Schedules
(50) Miscellaneous Billing Data
(51) Revenue Summaries
(52) Customers' Ledgers
(54) Collection Reports and Records
(55) Customers' Account Adjustments
(56) Uncollectible Accounts
TAX
(57) Tax Records
TREASURY
(58) Statements of Funds and Deposits
(59) Records of Deposits with Banks and Others
(60) Records of Receipts and Disbursements
MISCELLANEOUS
(61) Statistics
(62) Budgets and Other Forecasts
(63) Correspondence
(64) Records of Predecessors and Former Associates
(65) Reports to Federal and State Regulatory Commissions
(66) Other Miscellaneous Records
ITEM
							 DESCRIPTION
RETENTION
							 PERIOD
CORPORATE AND GENERAL
1.
Capital stock records:
(a) Capital stock ledgers or other records showing
							 the same information
6 years after the stockholders' account is closed.
							 See §
													152.14(a);
							 292.14(a);
							 441.14(a);
							 542.14(a), as
							 appropriate.
(b) Capital stock subscription accounts, warrants,
							 requests for allotments and other essential papers related thereto
2 years after settlement.
(c) Stubs or similar records of capital stock
							 certificate issuance where not used as capital stock ledger record
6 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
6 years after last entry on page or sheet of
							 record.
(e) Papers pertaining to or supporting transfers of
							 capital stock:
(1) 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
6 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
Destroy at option after changes are
							 recorded.
(h) Bonds of indemnity and affidavits covering
							 issuances of stock certificates to replace lost certificates
6 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 corporation.
(2) Interim reports of operations, speeches of
							 corporate officers, notices of change of corporate address of telephone
							 numbers, etc.
6 years after the date thereof.
(j) Dividend registers, lists or similar
							 records
6 years.
(k) Paid dividend checks
Ditto.
(l) Third party dividend orders
6 years after recision order.
2.
Proxies and voting lists:
(a) Proxies of holders of voting
							 securities
3 years.
(b) Lists of holders of voting securities represented
							 at meetings
1 year.
3.
Reports to stockholders:
(a) Annual reports or statements to
							 stockholders
Life of corporation.
(b) Written acknowledgments of receipts of reports to
							 stockholders and written requests for copies of such reports
Destroy at option.
4.
Debt security records: See §
													152.14(b);
							 292.14(b);
							 441.14(b); or
							 542.14(b), as
							 appropriate.
(a) Registered bond and debenture ledgers
3 years after redemption.
(b) Bond and debenture subscription accounts,
							 warrants, subscription notices, requests for allotment and essential papers
							 related thereto
3 years after settlement.
(c) Stubs or similar records of bond and debenture
							 certificates issued
3 years after redemption.
(d) Papers pertaining to or supporting transfers of
							 registered bonds and debentures:
(1) 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. See §
													152.14(c);
							 292.14(c);
							 441.14(c); or
							 542.14(c), as
							 appropriate.
(f) Canceled bonds and debentures and paid interest
							 coupons pertaining thereto
Ditto. See §
													152.14(c);
							 292.14(c);
							 441.14(c); or
							 542.14(c), as
							 appropriate.
(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 of the Regulation,
							 this instruction will not apply)
6 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
6 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 authority prior to
							 redemption and for an additional period of six years after
							 redemption.)
(i) Paid or canceled debt securities evidencing
							 temporary borrowings
3 years after payment or cancellation, provided other
							 records of issuance and payment or cancellation are maintained.
(j) Paid interest checks
6 years.
5.
Filings with and authorizations by regulatory
							 agencies:
(a) Authorizations 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. See §
													152.14(d);
							 292.14(d);
							 441.14(d); or
							 542.14(d), as
							 appropriate.
(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. See §
													152.14(d);
							 292.14(d);
							 441.14(d); or
							 542.14(d), as
							 appropriate.
(2) Copies of periodic reports and supporting papers
							 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 corporation. (Permanently for
							 municipalities.)
(b) Titles, franchises, and licenses:
(1) Deeds and other title papers (including abstracts
							 of title and supporting data)
6 years after property is disposed of unless
							 surrendered to transferee.
(2) Corporate charters or certificates of
							 incorporation
Life of corporation.
(3) Franchises and certificates authorizing
							 operations as a public utility
Ditto.
(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 commissions
							 served upon the utility
Life of corporation.
(6) Records of action by voters as to establishing a
							 municipal utility or extensions thereto
Ditto.
(c) Permits:
(1) Permits and granted applications for the use of
							 facilities of others
6 years after expiration or cancellation.
(2) Copies of permits and applications granted others
							 for the use of the utility's facilities
Ditto.
(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 and financial services
6 years after expiration or cancellation.
(b) Contracts with other utilities for the purchase,
							 sale or interchange of product
Ditto.
(c) Leases pertaining to rentals of property to or
							 from others
Ditto.
(d) Contracts and agreements with individual
							 employees, labor unions, company unions, and other employee organizations
							 relative to wage rates, hours and similar matters
Ditto.
(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 employees' saving plan
Ditto.
(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 expiration and of renewals, memoranda of
							 receipts and payments under such contracts, etc.
Ditto.
8.
Accountants' and auditors' reports:
(a) Reports of examinations and audits by accountants
							 and auditors not in the regular employ of the utility (Such as reports of
							 public accounting firms and regulatory commission accountants)
7 years after date of report or Commission audit,
							 whichever comes last.
(b) Internal audit reports and work
							 papers
Ditto.
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 or 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 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 (which, 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 notes 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
Ditto.
(b) (1) Indexes to general ledgers
Ditto.
(2) Indexes to subsidiary ledgers except ledgers
							 provided for elsewhere
Ditto.
(c) Trial balance sheets of general and subsidiary
							 ledgers
2 years.
11.
Journals:
(a) General and subsidiary
50 years.
12.
Journal vouchers and journal entries including
							 supporting detail:
(a) Journal vouchers and journal entries
Ditto.
(b) Analyses, summarizations, distributions, and
							 other computations which support journal vouchers and journal
							 entries:
(1) Charging plant accounts
6 years. See §
													152.10;
							 292.10;
							 441.10; or
							 542.10, as
							 appropriate.
(2) Charging all other accounts
Ditto.
(c) Schedules for recurring journal
							 entries
Destroy when superseded.
(d) Lists of standard journal entry
							 numbers
Ditto.
13.
Cash books:
(a) General and subsidiary or auxiliary
							 books
10 years after close of fiscal year. See Item
							 12(a).
14.
Voucher registers:
(a) Voucher registers or similar records when used as
							 a source document
6 years. See §
													152.10;
							 292.10;
							 441.10; or
							 542.10, as
							 appropriate.
15.
Vouchers:
(a) Paid and canceled vouchers (one copy analysis
							 sheets showing detailed distribution of charges on individual vouchers and
							 other supporting papers)
Ditto. See §
													152.10;
							 292.10;
							 441.10; or
							 542.10, as
							 appropriate.
(b) Original bills and invoices for materials,
							 services, etc., paid by vouchers
6 years. See §
													152.10;
							 292.10;
							 441.10; or
							 542.10, as appropriate
(c) Paid checks and receipts for payments by voucher
							 or otherwise
Ditto.
(d) Authorization for the payment of specific
							 vouchers
Ditto. See §
													152.10;
							 292.10;
							 441.10; or
							 542.10, as appropriate
(e) Lists of unaudited bills (accounts payable),
							 lists of vouchers transmitted and memoranda regarding charges in unaudited
							 bills
Destroy at option.
(f) Voucher indexes
Ditto.
16.
Accounts receivable (see Items 53 and 54 for accounts
							 with customers for utility service and for merchandise sales):
(a) Records of accounts receivable pertaining to
							 sales of utility plant
3 years after settlement.
(b) Record or register of accounts receivable and
							 indexes thereto and summaries of distribution
Ditto.
(c) Accounting department copies of invoices issued
							 and supporting papers which do not accompany the original invoices and
							 authorizations for charges including supporting papers
Ditto.
(d) Periodic statements of unsettled accounts, except
							 trial balances
Destroy at option.
(e) Schedule of invoices to be issued
Ditto.
17.
Records of securities owned:
(a) Records of securities owned, in treasury, or with
							 custodians (excluding temporary investment of cash)
6 years after disposal of the investment.
18.
Payroll records:
(a) Payroll sheets or registers of payments of
							 salaries and wages
6 years. See §
													152.10;
							 292.10;
							 441.10; or
							 542.10, as
							 appropriate.
(b) Records showing the distribution of salaries and
							 wages paid and summaries or recapitulation statements of such
							 distribution
Ditto. See Item 12(b).
(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:
(1) When used as a basis for payment of salaries and
							 wages supporting records described in Item 18(a)
Ditto. See §
													152.10;
							 292.10;
							 441.10; or
							 542.10, as
							 appropriate.
(2) When used solely as basis for supporting records
							 described in Item 18(b)
Destroy at option. See §
													152.10;
							 292.10;
							 441.10; or
							 542.10, as
							 appropriate.
(d) Paid checks, receipts for wages paid in cash and
							 other evidences of payments for services rendered by employees
3 years. See §
													152.10;
							 292.10;
							 441.10; or
							 542.10, as
							 appropriate.
(e) Applicants and authorizations for changes in wage
							 and salary rates, summaries and reports of changes in payrolls, and similar
							 records
Ditto.
(f) Applications for payroll changes not
							 authorized
Destroy at option.
(g) Payroll authorizations and records of authorized
							 positions
3 years.
(h) Records of deductions from payrolls
Destroy at option.
(i) Comparative or analytical statements of
							 payrolls
Ditto.
(j) Employee's individual earnings record
6 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
Ditto.
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.
(b) Insurance policies
Ditto.
(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
6 years. See §
													152.10;
							 292.10;
							 441.10; or
							 542.10, as
							 appropriate.
(d) Inspectors' reports and records of condition of
							 property
Destroy when superseded.
(e) Insurance maps of property and structures erected
							 thereon
Ditto.
(f) Records and statements relating to insurance
							 requirements
Destroy at option.
21.
Injuries and damages:
(a) Claim registers, card or book indexes and similar
							 records in connection with claims presented against the company in connection
							 with accidents resulting in damage to the property of others or personal
							 injuries
2 years after settlement.
(b) Papers, reports, statements of witnesses, etc.,
							 necessary to the support or rejection of individual claims against the
							 company
Ditto.
(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
2 years after settlement.
PERSONNEL
27.
Personnel records:
(a) Employees' service records, length of service and
							 other pertinent data
3 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
6 years after supersession of the study or report or
							 termination of plan.
(b) Pension or annuity payrolls
6 years.
(c) Pension paychecks
3 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 company to employees pertaining to changes in accounting,
							 engineering, operating, maintenance and construction policies
10 years after expiration or
							 supersession.
(b) Bulletins or memoranda of general instructions
							 issued by the company to employees pertaining to accounting, engineering,
							 operating, maintenance and construction methods and procedures
Destroy at option after expiration or
							 supersession.
(c) Notices to employees on matters of discipline,
							 deportment and other similar subjects
Destroy at option.
PURCHASES 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
6 years. See §
													152.10;
							 292.10;
							 441.10; or
							 542.10, as
							 appropriate.
(2) For other goods or services
6 years.
(b) Supporting documents including bids or proposals
							 evidencing all relevant elements of the procurement
Ditto. (See Item 12(b)).
(c) All other procurement records such as
							 requisitions, advices from suppliers, registers or similar records of
							 invoices
Destroy at option after company's accounts have been
							 examined by independent accountants.
41.
Material ledgers:
(a) Ledger sheets and card records of materials and
							 supplies received, issued and on hand
6 years. (See Item 12(b)).
(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
Ditto.
(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
6 years. (See Item 12(b)).
(d) Records of material issued, transferred or
							 returned to stock:
(1) Showing quantities, unit prices, and accounts to
							 be charged
6 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) Authorizations for sale of scrap and materials
							 and supplies
3 years.
46.
Rate schedules:
(a) General files of published rate sheets and
							 schedules of utility service. (Including schedules suspended or
							 superseded)
Ditto.
(b) Divisional or local office copies of rate sheets
							 and schedules of utility service
1 year after expiration or cancellation.
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
1 year.
(c) Authorizations for charges under utility service
							 contracts
1 year after expiration of contract.
(d) Standard billing sheets or schedules (showing
							 computed bills of varying consumption according to rates)
Destroy at option.
REVENUE ACCOUNTING AND COLLECTING
51.
Revenue summaries:
(a) Summaries of monthly operating revenues according
							 to classes of service for entire utility
6 years.
(b) Summaries of monthly operating revenues according
							 to classes of service by towns, districts, or divisions. (Including summaries
							 of forfeited discounts and penalties)
6 years.
52.
Customers' ledgers and other records used in lieu
							 thereof:
(a) Customers' ledgers
2 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.
Ditto.
(c) Copies of large bills:
(1) If details are transcribed to ledgers covered by
							 Item (a) above
Destroy at option.
(2) If details are not transcribed to
							 ledgers
2 years.
(d) Trial balances of ledgers referred to
							 above
1 year.
(e) Indexes to customers' accounts
2 years.
(f) Change of address notices
Destroy at option.
(g) Cards and other records relating to forfeited
							 discounts
2 years.
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 Item 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
6 months.
(c) Memorandum records of remittances from local or
							 branch offices
Ditto.
Note: See Item 59 pertaining to deposits of cash with
							 banks. Item 59 applies to all bank accounts whether at general, local, or
							 divisional offices
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
1 year.
(b) Detailed records of high-bill complaints whether
							 or not resulting in adjustments to customers' accounts
Ditto.
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
1 year.
(d) Data on unpaid final bills
Ditto.
(e) Authorizations for writing off customers'
							 accounts
3 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 Item 15(b) for vouchers evidencing
							 disbursements):
(1) Federal income tax returns
7 years after settlement.
(2) State income and property tax returns
2 years after settlement.
(3) Sales and use taxes
3 years.
(4) Other taxes
2 years after settlement.
(5) Agreements between associate companies as to
							 allocation of consolidated income taxes
7 years after settlement
(6) Schedule of allocation of consolidating federal
							 income taxes among associate companies
Ditto.
(b) Summaries of taxes paid
Destroy at option.
(c) Filings with taxing authorities to qualify
							 employee benefit plans
7 years after settlement of federal return or
							 discontinuance of plan, whichever is later.
(d) Information returns and reports to taxing
							 authorities
3 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
Ditto.
(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 utility
Destroy at option after liability and 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) Advise of deposits made when information thereon
							 is shown on other records which are retained
Ditto.
(c) Statements from depositories showing the details
							 of funds received, disbursed, transferred, and balances on deposit
Ditto.
(d) Bank reconcilement papers
Destroy at option after completion of annual audit by
							 independent accountants.
(e) Statements from banks of interest
							 credits
Ditto.
(f) Check stubs, registers, or other records of
							 checks issued
6 years.
(g) Correspondence and memoranda relating to the
							 stopping of payment of bank checks and to the issuance of duplicate
							 checks
6 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
Ditto.
(c) Reports of associates showing working fund
							 transactions and summaries thereof
Ditto.
(d) Reports of revenue collections by field cashiers,
							 pay stations, etc.
Ditto.
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 companies concerned) to show the results of operations and the
							 financial condition of the utility
10 years after date of report.
(b) Quarterly, monthly or other periodic financial,
							 operating and other statistical reports as above
2 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 company
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 company and its associate 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
3 years.
63.
Correspondence:
(a) Correspondence and indexes thereto relating to
							 offices covered by other items of these regulations
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.
Ditto.
64.
Records of predecessors and former
							 associates
Retain until the records of utility plant acquired
							 have been integrated with the 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, (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
							 commissions:
(a) Annual financial, operating and statistical
							 reports
Life of corporation.
(b) Monthly and quarterly reports of operating
							 revenues, expenses, and statistics
2 years after date of report.
(c) Special or periodic reports on the following
							 subjects:
(1) Transactions with associated
							 companies
6 years.
(2) Budgets of expenditures
3 years.
(3) Accidents
6 years.
(4) Employees and wages
5 years.
(5) Loans to officers and employees
3 years after fully paid.
(6) Issues of securities
Data filed with the SEC, 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 corporation.
(8) Plant changes-units added and retired
Ditto.
(9) Service interruptions
6 years.
66.
Other miscellaneous records:
(a) Copies of advertisements by the company in behalf
							 of itself or any associate 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)
6 years.
(b) Indexes of forms used by company
Destroy when superseded.