Washington Administrative Code › Title 480 - Utilities and Transportation Commission › Chapter 480-70 - Solid waste and/or refuse collection companies › Part I - GENERAL ADMINISTRATIVE RULES › Section 480-70-061 - Records retention

Current through Register Vol. 24-14, July 15, 2024
(1)
General provisions.
A company must keep all business records and reports
				for at least three years following the date those documents are created unless
				otherwise specified in these rules or unless a longer retention period is
				required by another governmental body.
(2)
Retention schedule table.
The following schedule shows periods that companies must preserve various
				records.
Type of Record:
Retention Period:
1.
Corporate and General Records:
A.
Incorporation and reorganization records
								including:
(a)
Charter or certificate of incorporation and
								amendments;
(b)
Legal documents related to mergers, consolidations,
								reorganization, receiverships and similar actions that affect the identity or
								organization of the company. . . .
Refer to Note 1
B.
Minutes of directors, executive committees,
								stockholders and other corporate meetings. . . .
Refer to Note 1
2.
Original certificate. . . .
Until cancellation
3.
Contracts and agreements:
(a)
Service contracts (management, accounting,
								financial or legal services) . . . .
Until expiration or termination plus three
								years
(b)
Contracts with employees and employee groups. . .
								.
Until termination plus one year
(c)
General contracts, leases and agreements. . .
								.
Until termination plus one year
4.
Capital stock records. . . .
Refer to Note 1
5.
Long-term debt records:
(a)
Bond indentures, underwritings, mortgages, and
								other long-term credit agreements. . . .
Until redemption plus three years
(b)
Registered bonds and debenture ledgers. . .
								.
Refer to Note 1
(c)
Stubs or similar records of bonds or other
								long-term debt issued. . . .
Refer to Note 1
6.
Ledgers:
(a)
General and subsidiary ledgers and indexes. . .
								.
Until discontinuance of use plus three years
(b)
Balance sheets and trial balance sheets of general
								and subsidiary ledgers . . .
Three years
7.
Journals:
(a)
General journals. . . .
Until discontinuance of use plus three years
(b)
Subsidiary journals and any supporting data
								necessary to explain journal entries . .
Three years
8.
Cash books:
(a)
General cash books. . . .
Until discontinuance of use plus three years
(b)
Subsidiary cash books . . . .
Three years
Note 1:
Records referring to this note should be maintained
								as determined by the designated company records supervisory official. In
								determining the length of time to retain these records, companies should
								consider the record retention requirements of the Internal Revenue Service,
								Securities and Exchange Commission, state and local jurisdictions, and other
								regulatory agencies.
(3)
Customer service records.
A
				company must maintain complete and accurate customer service records for all
				customers served.
(a) Customer service
				records must be kept on file in the general office of the company for at least
				three years.
(b) Customer service
				records must be kept in alphabetical, service address, or service route
				order.
(c) Customer service records
				must show at least the following information:
(i) The name and service address of the
				customer;
(ii) The billing address
				of the customer, if different than the service address;
(iii) Categories and quantity of service
				provided, including extra services as they are provided;
(iv) Information required to provide, on
				customer request, a detailed description of the amount billed the
				customer;
(v) Amounts
				billed;
(vi) Amounts collected;
				and
(vii) Balance due.