REGULATIONS TO GOVERN THE PRESERVATION OF RECORDS OF ELECTRIC, GAS AND WATER UTILITIES. Revised October 2007

Transcription

1 REGULATONS TO GOVERN THE PRESERVATON OF RECORDS OF ELECTRC, GAS AND WATER UTLTES Revised Octoer 2007 Ntionl Assocition of Regultory Utility Commissioners 1101 Vermont Avenue, N.W., Suite 208 Wshington, DC Telephone (202) Price: $20.00

2 Prepred y the Stff Sucommittee on Accounting nd Finnce of the Ntionl Assocition of Regultory Utility Commissioners

3 TABLE OF CONTENTS Generl nstructions Pge 1 Schedule of Records nd Periods of Retention Corporte nd Generl nformtion Technology Mngement Generl Accounting Records nsurnce Opertions nd Mintennce Personnel Plnt nd Deprecition Purchses nd Stores Revenue Accounting nd Collecting Tresury Miscellneous 28 30

4 GENERAL NSTRUCTONS A. SCOPE 1. These guidelines re for use y sttes in developing regultions to govern the preservtion of records of electric, gs, nd wter utilities. These regultions re intended to pply to ll finncil nd operting records prepred y or on ehlf of the pulic utility or licensee. See tem 64 of the schedule for those records which come into possession of the pulic utility or licensee in connection with the cquisition of property, such s purchse, consolidtion, merger, etc. 2. The regultions in this prt should not e construed s excusing complince with other lwful requirements of ny other governmentl ody, Federl or Stte, prescriing other record keeping requirements or for preservtion of records longer thn those prescried in this prt. To the extent tht ny commission regultions my provide for different retention period, the records should e retined for the longer of the retention periods. 3. Unless otherwise specified in the Schedule, duplicte copies of records my e destroyed t ny time: Provided, however, tht such duplicte copies contin no significnt informtion not shown on the originls. 4. Records other thn those listed in the ttched schedule my e destroyed t the option of the pulic utility or licensee: Provided, however, tht records which re used in lieu of those listed shll e preserved for the periods prescried for the records used for sustntilly similr purposes. And, provided further, tht retention of records pertining to dded services, functions, plnt, etc., the estlishment of which cnnot e presently foreseen, shll conform to the principles emodied herein. 5. Notwithstnding the provisions of the Records Retention Schedule, the Commission my, upon the request of the Compny, uthorize shorter period of. retention for ny recrd listed therein upon showing y the Compny tht preservtion of such record for longer period is not'necessry or pproprite in the pulic interest or for the protection of investors or consumers. B. DESGNATON OF SUPERVSORY OFFCAL Ech pulic utility or licensee suject to the regultions in this prt shll designte one or more persons with officil responsiility to supervise the utility ' s or licensee's progrm for preservtion nd the uthorized destruction of its records. C. PROTECTON AND STORAGE OF RECORDS The pulic utility or licensee shll provide resonle protection for records suject to the regultions in this prt from dmge y fires, floods, nd other hzrds nd, in the selection of storge spces, sfegurd the records fi-om unnecessry exposure to deteriortion Erom excessive humidity, dryness, or lck of proper ventiltion.

5 D. DEFNTON OF RECORD MEDA Ech pulic utility nd licensee hs the flexiility to select its own storge medi suject to the following conditions. 1. The storge medi selected must hve stndrd life expectncy t lest equl to the pplicle record retention period. 2. Ech pulic utility nd licensee is required to implement internl control procedures tht ssure the reliility of, nd redy ccess to, dt stored on mchine redle medi. nternl control procedures must e documented y responsile supervisory officil. 3. Ech trnsfer of dt from one medi to nother must e verified for ccurcy nd documented. Softwre nd hrdwre required to produce redle records must e retined for the sme period the medi formt is used. E. DESTRUCTON OF RECORDS At the expirtion of the retention period, pulic utilities nd licensees my use ny pproprite method to destroy records. Precutions should e tken, however, to destroy the legiility of records, the content of which is foridden y lw to e divulged to unuthorized persons. F. PREMATURE DESTRUCTON OR LOSS OF RECORDS When ny records re destroyed efore the expirtion of the prescried period of retention, certified sttement listing, s fr s my e determined, the records destroyed nd descriing the circumstnces of ccidentl or other premture destruction or loss shll e filed with the Commission within ninety (90) dys fiom the dte of discovery of such destruction. Discovery of loss of records is to e treted in the sme mnner s in the cse of premture destruction. G. SCHEDULE OF RECORDS RETENTON PERODS The schedule of records nnexed hereto shows the period of time designted records shll e preserved. However, records relted to plnt in service must e retined until the fcilities re permnently removed fiom utility service, ll removl nd restortion ctivities re completed, nd ll costs re retired fiom the ccounting records unless ccounting djustments resulting fiom reclssifiction nd originl costs studies hve een pproved y the regultory commission hving jurisdiction. f the plnt is sold, the ssocited records or copies thereof, must e trnsferred to the new owners. H. RETENTON PERODS DESGNATED "DESTROY AT COMPANY'S OPTON" Use of the retention period, " Compny's Option" constitutes uthoriztion for destruction of records t mngements' discretion if it does not conflict with other legl 2

6 retention requirements or usefulness of such records in stisfying pending regultory ctions or directives.. RECORDS OF SERVCES PERFORMED BY ASSOCATED COMPANES Pulic utilities nd licensees shll ssure the vilility of records of services performed y nd for ssocited or ffilited compnies with supporting cost informtion for the periods indicted herein, s re necessry to e le to redily furnish detiled informtion s to the nture of the trnsction, the mounts involved, nd the ccounts used to record the trnsctions. J. NDEX OF RECORDS At ech office of the Pulic Utility or Licensee where records re kept or stored, such records s re herein required to e preserved shll e so rrnged, filed, nd currently indexed tht they my e redily identified nd mde ville to representtives of the Commission. K. RATE CASE Notwithstnding the minimum retention periods provided in these regultions, if pulic, utility or licensee wnts to reflect costs in current, future, or pending rte cse, or if pulic utility or licensee hs ndoned or retired splnt susequent to the test period of the utility's rte cse, the utility shll retin the pproprite records to support the costs nd djustments proposed in the current or next rte cse. L. PENDNG COMPLANT LTGATON OR GOVERNMENTAL PROCEEDNGS Notwithstnding the minimum requirements, if pulic utility or licensee is involved in pending litigtion, complint procedures, proceedings remnded y the court, or governmentl proceedings, it shll retin ll relevnt records. M. LFE OR MORTALTY STUDY DATA Life or mortlity study dt for deprecition purposes must e retined for 25 yers or for 10 yers fter plnt is retired, whichever is longer. 3

7 Schedule of Records nd Periods of Retention for Electric, Gs nd Wter Utilities tem No. Description 1 porte nd Generl Cpitl Stock Records: Cpitl stock ledgers or other records showing the sme informtion. Cpitl stock suscription ccounts, wrrnts, requests for llotments nd other essentil ppers relted thereto. Stus or similr records of cpitl stock certificte issunce where not used s cpitl stock ledger record. Stock trnsfer registers or sheets or similr records. stockholders' ccount is closed cncelltion of Ppers pertining to or supporting trnsfers of cpitl stock: * Ppers tht re recorded officilly in court or in the office of some other pulic recording uthority; nd other ppers presented y ny nk or trust compny requesting trnsfers in its cpcity s fiduciry nd miscellneous ppers. Any other ppers not descried in e( 1) ove. Cnceled cpitl stock certifictes not used s cpitl stock ledger records. RESEKVED Bonds of indemnity nd ffidvits covering issunces of stock certifictes to replce lost certifictes. 3 yers or ieturn to stockholder 3 yers from dte of trnsfer cncelltion of certifictes expirtion of Letters, notices, reports, sttements nd other communictions distriuted to 311 stockholders of prticulr clss: i Unless otherwise specified in this Schedule of Records nd Periods of Retention, retention periods re from dte of cretion. 4

8 ,r tem No. Description Solicittions of consents or wivers. Notices of redemption or invittions for tender. nterim reports, dividend notices, notices of chnge of corporte ddress nd similr communictions of informtion of only current significnce. Notices of nnul nd specil meetings of stockholders nd other notices, reports, letters or sttements relting to corporte or stockholder ctions. Dividend registers, lists or similr records. Pid dividend checks. Third prty dividend orders. Proxies nd voting lists: Proxies of holders of voting securities. Lists of holders of voting securities represented t meetings. Reports to stockholders: hul reports or sttements to stockholders. RESERVED Det security records: Registered ond nd deenture ledgers. Bond rid deenture suscription ccounts, wrrnts, suscription notices, equest for llotment nd essentil ppers relted thereto. Retention Period 1 compny s option fter expirtion nd nnul udit compny s option fter consummtion nd nnul udit compny s option fter nnul udit compny s option 3.yers 3 yers fter recision order 3 yers 3 yers 5 yers Edemp tion f yers fter t C d Stus or similr records of ond nd deenture certifictes issued. pers pertining to or supporting trnsfers of registered onds nd deentures: (1) Ppers tht re recorded officilly in court or in the office of some other pulic recording uthority; nd other ppers presented y ny nk or trust compny requesting trnsfers in its cpcity s fiduciry, plus other miscellneous ppers. Sedemntion lestroy t mpny s option or return to holders of the onds or deentures 5

9 (2) Any other ppers not descried in d( 1) ove. Records of ond nd deenture interest coupons pid nd unpid. Cnceied onds nd deentures nd pid interest coupons pertining thereto. Trust indentures, lon greements or other contrcts of greements securing det securities issued. (f such ppers or documents re included mong the records covered y tem 5 elow, this instruction will not pply.) \ trnsfer compny s option compny s option redemption Copies of reports, sttements, letter of memornd filed with Trustee(s) pursunt to provisions of trust indenture or other security instrument of greement securing det securities: (1) Stored with trustee. (2) Stored with compny. redemption Pid or cnceled det securities evidencing temporry orrowings. pyment or cncelltion Pid interest checks. 3 yers Filings with nd uthoriztion y regultory gencies: Authoriztions &om regultory odies for issunce of securities: (1) Copies of pplictions to regultory odies for uthority to issue stocks, Until securities onds, nd other securities, including copies of exhiits in support of such covered re pplictions. retired. (2) Officil copies of opinions nd orders of regultory odies grnting uthority Until securities to issue securities. covered re retired. (3) Reports filed with regultory odies in complince with uthoriztions to issue Until securities securities. (Reports of sles of securities of ppliction of proceeds, etc.). File covered re copies of such reports nd supporting ppers. retired. Copies of registrtion sttements nd other dt filed, with the Securities nd Exchnge Commission: [l) n connection with offerings of securities for sle to the pulic or the listing of securities on exchnges, including supporting ppers. Until securities covered re retired. 6

10 tem No. Descriptioii (2) Copies of periodic reports nd supporting ppers filed in complince with either the Securities Act of 1933 or the Securities Exchnge Act of Orgniztionl documents: Minute ooks of stockholders', directors', nd directors' committee meetings. C 10 yers Life of Corportion Titles, hchises, nd licenses: (1) Deeds nd other title ppers (including strcts of title nd supporting dt). fter disposl of property (2) Corporte chrters or certifictes of incorportion. Life of Corportion (3) Frnchises nd certifictes uthorizing opertions s pulic utility. Life of Corportion (4) Licenses (including mendments thereof) grnted y Federl or Stte 10 yers fter plnt uthorities for construction nd opertions of utility plnt. (5) Copies of forml orders of regultory commissions served upon the utility. is retired or expirtion of license, whichever is shorter repel or supersession (6) Esements. Life of Corportion Permits: (1) Permits nd grnted pplictions for the use of fcilities of others. 1 yer fter expirtion or cncelltion (2) Copies of permits nd ppictions grnted others for the use of the utility's 1 yer fter fcilities. expirtion or cncelltion (3) Applictions for the use of fcilities not grnted nd copies of such ' iilpplictisns. compny's option (4) Permits of temporry nture of municiplities or others to perform specific work, such s permits to open streets. compny's option d Orgniztion digrms nd chrts. Contrcts nd greements (except contrcts provided for elsewhere): Service contrcts, such s for mngement, ccounting nd finncil services. compny's option fter expirtion or cncelltion. 7

11 tem No. C d e Description Leses pertining to rentls of property to or fiom others. Contrcts nd greements with individul employees, lor unions, compny unions, nd other employee orgniztions reltive to wge rtes, hours nd similr mtters. Contrcts, greements, nd/or other essentil records necessry to the crrying out of the functions of n employee's stock purchse or other type of employees' sving pln. fter expirtion or cncelltion fter expirtion or cncelltion fter expirtion or cncelltion fter expirtion or cncelltion f g h Contrcts or greements for the cquisition or disposl of investments (Excluding temporry csh investments). Memornd essentil to clrifying or explining provisions of contrcts listed Crd or ook records of contrcts, leses, nd greements mde showing dtes of expirtions nd of renewls, memornd of receipts nd pyments under such cdntrcts, etc. fter disposl fter expirtion or cncelltion fter expirtion or mcelltion Accountnts' nd uditors' reports: Reports of exmintions nd udits y ccountnts nd uditors not in the regulr employ of the utility (Such s reports of pulic ccounting firms nd regultory commission ccountnts). 5 yers fter dte Df report or susequent :ommission udit, Nhichever comes st j yers fter dte if report or usequent :ommission udit, whichever comes st 9 nformtion Technology Mngement: Originl source dt used s input for dt processing nd dt processing ' Retin for the pplicle periods prescried elsewhere in the schedule.

12 tem No. lmediwn* C Description Technology (e.g., softwre code or purchsed softwre progrm) necessry to produce n ccurte record in its originl formt in n ccessile storge Softwre progrm documenttion nd revisions thereto; e.g., sttements nd illustrtions tht indicte the ppliction eing performed, the procedures employed in ech ppliction, nd the controls used to insure ccurte nd relile processing. Mjor progrm chnges, together with their effective dtes, should e noted in order to preserve n ccurte chronologicl record. Retin for period t lest equl to the pplicle record retention period. Retin s long s it represents n ctive, vile progrm or for periods prescried for relted output dt, whichever is shorter. support j o d vouchers nd journl entries: 9

13 tee No. Description Voucher registers or similr records when used s source document.. 25 yers 15 Vouchers: Pid nd cnceled vouchers to include originl ills nd invoices for mterils, services, etc pid y vouchers nd uthoriztion for pyment: (1) 1 Plnt. (2) Non-Plnt. Pid checks nd receipts for pyments y voucher or otherwise. fter plnt 16 Accounts receivle (see tems 52 nd 53 for ccounts with customers for utility service nd for merchndise sles): 17 8 Records of ccounts receivle pertining to sles of utility plnt. Record or register of ccounts receivle nd indexes thereto nd summries of distriution..records of securities owned: Records of securities owned, in tresury, or with custodins (excluding tempomy investment of csh). Pyroll records: Pyroll sheets or registers of pyments of slries nd wges: settlement. settlement. disposl of the investment. (1) Plnt. 12) Plnt dentified on Work Order. :3) Non-Plnt. Records showing the distriution of slries nd wges pid nd summry sttements of such distriution: 11) Plnt. '2) Plnt dentified on Work Order. :3) Non-Plnt. Time tickets, time sheets, time ooks, time crds, workmen's reports nd other records showing hours worked, description of work nd ccounts to e chrged (1). When used s sis for pyment of slries nd wges nd records descried in 18() re not mintined fter plnt fter plnt 10

14 - tem No. Description 1 F d - e f g h i i k (1) Plnt. (2) Plnt dentified on Work Order. (3) Non-Plnt. Pid checks, receipts for wges pid in csh nd other evidences of pyments for services rendered y employees. Applictions nd uthoriztions for chnges in wge nd slry rtes. RESERVED Pyroll uthoriztions nd records of uthorized positions. Records of deductions from pyrolls. Comprtive or nlyticl sttements of pyrolls. Employee's individul ernings record. Summries nd reports of chnges in pyrolls nd similr recore. Retention Period 1 fter plnt ' 3 yers fter termintion of employment nsurr Pyroll deduction uthoriztions. Assignments, ttchments, nd grnishments: ' Record of ssignments, ttchments, nd grnishments of employees' slries, including files of notice, etc., pertining thereto. J nsurnce records: nsurnce policies, insurnce requirements, records of policies in force, showing coverge, premiums pid nd expirtion dtes. Records of mounts recovered from insurnce compnies in connection with losses nd of ciims ginst insurnce compnies, including reports of losses nd supporting ppers: 1 yer fter superseded fter expirtion (1) (2) Plnt. Non-Plnt. nspectors' reports nd records of condition of property. nsurnce mps of property nd structures erected thereon. RESERVED fter plnt Destroy when superseded. Destroy when superseded. 1

15 1 tem NO. Description 21 njuries nd dmges: Clim registers, crd or ook indexes nd similr records in connection with clims presented ginst the compny in connection with ccidents resulting in dmge to the property or personl injuries: Minimti (1) (2) Minors. Adults. Ppers, reports, sttements of witnesses, etc., necessry to the support or rejection of individul clims ginst the compny: reching ge of mjority. settlement. C *d (1) (2) (1) (2) (1) 3i Minors. reching ge of mjority. Adults. settlement. Other ppers, reports or sttements, pertining to ccidents resulting in property dmges or personl injuries, not necessry to the support or rejection of clims: Minors. reching ge of mjority. Adults. 3 yers, fter settlement. Detiled schedules or spred sheets of pyments to others for personl injuries or for property dmges: Minors. 1 re&ing - ge - of mjority. Worker compenstion cses relted to injuries. settlement. 1 from dte of injury, deth, or dte tht compenstion ws 1 lst pid.!2 Production - Electric: 8 Boiler room, condenser room, turine room, nd pump room logs, including supporting dt. 12

16 ~ ~~ ~ ~~ ~ ~~~~ ~~ ~ tem NO. 1 Description Boiler room nd turine room reports of equipment in service nd performnce. Boiler-tue filure report. Genertion nd output logs with supporting dt. Sttion nd system supply records. Generting high-tension nd low-tension lod records. Oil nd wste reports. Lod curves, temperture ons, col, nd wter logs. Guge-reding reports: River flow dt. All other. Recording instrument chrts. Lod disptcher's nd sttion permits. nterruption records. Production - Gs: Boiler nd gs mchine logs, including supporting dt. Gs genertion nd output logs with supporting dt. Temperture nd tmospheric pressure logs. Col, coke nd oil reports. Residul reports. Recording instrument chrts such s pressure (sttic nd/or differentil), temperture, specific grvity, heting vlue, etc. Test of heting vlue t sttions nd outlying points. Records of gs produced, gs purchsed, gs sent out nd holder stock. Anlysis of gs produced nd purchsed including B!x mc! su!fix ccntmt. Records of generl inspection nd operting tests. Well records, including clering, iling, shooting, etc., records; rock pressure; open flow; production, gs nlysts' reports, etc. Gsoline production. Gs production y counties. - Cornortion e- or 1 yer fter field or relevnt production re ndoned, whichever is 6 vers 13

17 tem No. 22 n 0 P 9 r Description Gs mesuring records. Tool record. Roylty record. Records of meter tests. Meter history records. Production' - Nucler: (Note: Nucler records must e retined in ccordnce with NRC Regultions - Title X) Records of norml plnt opertion, including power levels nd periods of opertion t ech power level. Records of principl mintennce ctivities, including inspection, repir, sustitution or replcement of principl item of equipment pertining to nucler sfety. Retention Period 1 For life of equipment or destroy fter including in mortlity study, whichever is lter. Until superseding test, ut not less thn six yers. For life of meter. 6 yerdoperting chrts for the first yer's opertion will e stored for the life of the C d e f Records of norml occmences. Records of periodic checks, inspections nd clirtions performed to verify tht surveillnce requirements re eing met. Records nd prints of chnges mde to the plnt s descried in the Finl Sfety Anlysis Report. Records of new nd spent fuel inventory nd ssemly histories. corportion. 6 yedoperting chrts for the first yer's opertion will e stored for the life ofthe corportion. 6 yerdoperting chrts for the first yer's opertion will e stored for the life of the corportion. 10 yers 10 yers 14

18 ~ ~~ ~ ~ ~ ~ tem No. J- - i Description Records of monthly plnt rdition nd continution surveys. Records of off-site environmentl monitoring surveys. Records of rdition exposure of ll plnt personnel, including ll contrctors nd visitors to the plnt who enter rdition control res. 10 yers 10 yers 10 yers j k 1 m C d e f Records of rdioctivity in iquid nd gseous wstes relesed to the environment. Records of ny specil rector tests or experiments. Records of chnges mde in the operting procedures. n-service inspection records. Production - Wter Supply, Purifiction nd Pumping: Record of wter supplied to distriution system, y sources. Boiler room, condenser room, turine room, nd pump room logs, including supporting dt. Boiler room nd turine room reports of equipment in service nd performnce. ~- Equipment filure report. Pumping output logs with supporting dt. Sttion output reports. 3il nd wste reports. Zel nd wter logs. 3uge-reding reports. Zecording instrument chrts. xiver flow dt. hmmission nd Distriution - Electric: Susttion nd trmmission lie logs. system opertor's dily logs nd reports of opertion. storge ttery nd other equipment logs nd records. nterruption logs nd reports.. Records of susttion generl inspections nd~opertion tests. r Apprtus filure reports. S Line-troule reports nd records yers 10 yers 10 Yers Life of plnt 15 yers or 3 yers fter the source is ndoned, whichever is shorter. 5 yers 5 yers 5 yers 25 yers for hydro, 5 yers for stem )r other. i yers i yers 5 yers 5 - yers ife of 2orportion 6 Yers

19 ~ ~~ item No. h 1 j k m n 0 P 9 r. i 4 F 3 Description Lightning nd storm dt. nsultor test records. Reports on inspections nd repirs of ll street openings. Records of meter tests. Meter shop reports (monthly reports summrizing tests, repirs, etc.). Meter history records. Trnsformer history records including inspections, oil tests, etc. RESERVED Pole, tower, structure, nd other equipment history records. Voltimeter records. Annul meter ccurcy summry. Trnsmission nd Distriution - Gs: Trnsmission line logs. Trnsmission nd distriution deprtment lod disptching operting logs. Service interruption logs nd reports. Records of generl inspection nd operting tests. Reports on inspections nd repirs of ll street openings. Apprtus filure reports. Records of meter tests. Meter history records. Meter shop reports (monthly reports summrizing tests, repirs, etc.) 3s mesuring records. knsmission lie operting reports. :ompressor opertion nd reports. ;s pressure deprtment reports. c Until superseding test ut not less thn For life of meter or, whichever is longer. Life of Corportion (EPA Stndrd) Life of Equipment or until superseded. 20 yers. 6yers Until superseding test ut not less thn For life of meter or, whichever is longer. 3 yers 6yers 16

20 17

21 tem No. i C d e f g C d e Description Employees' service records, length of service nd other pertinent dt. Applictions for employment, requests for medicl exmintion, medicl exminer's report, photogrphs, nd other identifiction records, nd other miscellneous records pertining to the hiring of employees. Requests for medicl exmintion, medicl exminer's report other thn preemployment. llness nd injury records not including exposure records. Records of employee exposures to toxic sustnces. Records of employee exposures to rdition. Records of employee trining in hndling of hzrdous mterils. Employees' enefit nd pension records (includes medicl retirement, svings nd stock ownership plns): Detiled computtions of ccruls for pension liilities. Pension or nnuity pyrolls. Pension or nnuity checks. Pln description nd summry pln description. Pln nnul reports. Pln sttements to employees nd eneficiries. instructions to employees nd others: 3ulletins or memornd of generl instructions issued y the compny - - to employees pertining to chnges in ccounting, engineering, operting, mintennce nd construction policies. termintion of employment. termintion of employment. 30 yees Life of Corportion Life of Corportion Life of Corportion fter supersession or termintion of the pln. 3 yers fter supersession of the pln. 3 yers Aer supersession of the pln. supersession of the expirtion. 18

22 tem No. Description Bulletins or memornd of generl instructions issued y the compny to employees pertining to ccounting, engineering, operting, mintennce nd construction methods nd procedures. Retention Period 1 Destroy fter expirtion or supersession. C Notices to employees on mtters of discipline, deportment, nd other similr sujects. Plnt : d Denrecition 30 Plnt Ledgers: Ledgers of utility plnt ccounts including lnd nd other detiled ledgers showing the cost of utility plnt y clsses. Continuing plnt inventory ledger, ook or crd records showing description, loction, quntities, cost, etc., of physicl units (or items) of utility plnt owned. 31 C Construction work in progress ledgers, work orders, nd supplementl records: Construction work in progress records, income ledgers, work order sheets, uthoriztions for expenditures, requisitions, performnce reports nlysis or cost reports. Anlysis or cost reports showing quntities of mterils used, unit costs, numer of mnhours, etc., in connection with completed construction project: Plnt inventory ledger mintined. Plnt inventory ledgers not mintined. RESERVED RESERVED 4uthoriztions for expenditures for dditions to utility plnt, including nemornd showing the detiled estimtes of cost nd the sis therefore :including originl nd revised or susequent uthoriztions). compny s option fter plnt fter plnt, provided mortlity dt re retined. 5 yers fter clernce to the plnt ccount, provided oontinuing plnt inventory records re mintined: otherwise six yers fter plnt is retired 5 yers fter plnt 5 yers &equisitions nd registers of uthoriztions for utility plnt expenditures. 2ompletion or performnce reports showing comprison etween uthorized stimted nd ctul expenditures for utility plnt dditions. 5 yers 5 yers ieserved 19

23 tem No. Description 1 Records nd reports pertining to progress of construction work, the order in which jos re to e completed nd similr records which do not form sis of entries to the ccounts. compny s option Well-drilling logs nd well-construction records. Retirement work in progress ledgers, work orders, nd supplementl records: Work order sheets to which re posted the entries for removl costs, mzterizls recovered, nd credits to utility plnt ccounts for cost of plnt retired. Authoriztions for retirement of utility plnt, including memornd showing the sis for determintion of cost of plnt to e retired nd estimtes of slvge nd removl costs. Registers of retirement work orders. Summry sheets, distriution sheets, reports, sttements, nd ppers directly supporting deits nd credits to utility plnt ccounts not covered y construction or retirement work orders nd their supporting records: (1) Plnt inventory ledger mintined. (2) Plnt inventory ledgers not mintined. - Apprisls nd vlutions: Apprisls nd vlutions mde y the compny of its properties or investments or of the properties or investments of ny ssocited compnies. (ncludes ll records essentil thereto.) Determintions of mounts y which properties or investments of the compny or ny of its ssocited compnies will e either written up or written down s result of: 1 yer fter field or relevnt production re ndoned. 6 yezrs fter plt ; fter retirement 5.yers fter clernce to the plnt ccount, provided continuing plnt inventory records re mintined otherwise six yers fter plnt is retired 10 yers fter plnt disposl. 20

24 ' tem No. (1) Description Mergers or cquisitions. fter plnt 1 3s (2 (3 Asset impirments. Other ses. The originl or reproduction of engineering records, drwings, nd other supporting dt for proposed or s-constructed fcilities: Mps, digrms, profiles, photogrphs, field survey notes, plot pln, detil drwings, records of engineering studies, nd similr records showing the loction of proposed or s-constructed fcilities: fter plnt fter plnt fter plnt RESERVED Contrcts nd other greements relting to utility or nturl gs compny records: Contrcts relting to cquisition or sle of plnt. Contrcts nd other greements relting to services performed in connection with construction of utility plnt (including contrcts for the construction of plnt y others for the utility nd for supervision nd engineering relting to constnuction work). fter plnt fier plnt 38 C The primry records of gs crege owned, lesed or optioned excluding deeds nd leses ut including such records s lese sheets, lesehold crds, nd option greements. Records pertining to reclssifictions of utility plnt ccounts to conform,to prescried systems of ccounts, including supporting ppers showing the sis for such reclssifictions: fter rights to the gs crege hve expired or otherwise hve dissolved. 39 Records of ccumulted provision for deprecition nd depletion of utility plnt: Detiled records or nlysis sheets segregting the ccumulted provision for deprecition ccording to fiunctionl clssifiction of plnt. fter plnt Records supporting computtion of deprecition nd depletion expense of utility plnt, including such dt s life nd slvge studies. fter plnt 21

25 tem No. Description Agreements for the cquisition of goods or the performnce of services. ncludes ll forms of greements not specificlly set forth in tem 7 such s, ut not limited to: letters of intent, exchnge of correspondence, mster greements, term contrcts, rentl greements nd the vrious types of purchse orders: For goods or services relting to plnt construction. For other goods or services. Supporting documents evidencing ll relevnt elements of the procurement process including ids nd proposls: Accepted ids nd proposls. Unccepted ids nd proposls or summries thereof. All other supporting records such s requisitions, dvice notices from suppliers, registers or similr records of invoices. Mteril ledgers: ledger sheets of mterils nd supplies received, issued, nd on hnd Mterils nd supplies received nd issued: Records nd reports pertining to receipt of mterils nd supplies: ' Plnt. Non-Plnt. Records of inspecting nd testing mterils nd supplies. Records showing the detiled distriution of mterils nd supplies issued during ccounting periods: Plnt. Non-Plnt. Eemrds of mterid issied, trmfened or retuwled io stock Showing quntities, unit prices, nd ccounts to e chrged. Showing only quntities nd ccounts to e chrged. Min: 'mum fter plnt 5 yers fter the dte records/ledgers were creted. fter plnt fter plnt 3 yers compny's option if the sic informtion contined thereon is trnsferred to other records 22

26 tem No. Description RESERVED Records of sles of scrp nd mterils nd supplies nd disposl of wste mterils: Contrcts nd uthoriztions for sle of scrp nd mterils nd supplies: Non-toxic wste mterils. Toxic wste mterils including environmentl contminnts, PCB s, nucler wste, etc. Memornd pertining to sle of scrp nd mterils nd supplies. Contrcts, permits, nd uthoriztions pertining to disposl of wste mterils. Records evidencing disposl of non-toxic nd toxic (environmentl :ontminnts, PCB s, nucler wste, etc.) wste mterils including lestintions, routes, ills of lding, mnifests, storge, continers, nd other iocuments supporting disposl. Life of Corportion Life of Corportion fter expirtion of contrct Life of Corportion Life of Corportion hventories of mterils nd supplies: Cienerl inventories of mterils nd supplies including ccounting idjustments required to ring stores records into greement with physicl nventories. Stock crds, inventory crds, nd other inventory records if summrized y ecords covered y 44 dinor inventories of mterils nd supplies on hnd if not reflected in idjustments of ccounts. Levenue Accounting nd Collecting Y 5 Customers service pplictions nd contrcts: Applictions for utility service nd other records. C d e Reserved Reserved Applictions for utility service which were withdrwn y pplicnt or not grnted y the utility. Contrcts of sles greements with customers nd others for sle of merchndise nd pplinces. compny s option compny s option 6 yes rfier expirtion or cncelltion 1 yer fter sles greement is dischrged. 23

27 ~~~ Description Contrcts for lese of equipment to customers, including receipts for sme. Applictions nd contrcts for line extensions nd records pertining to such contrcts: Covered y refundle deposits or gurntees or revenue, For which dontions or contriutions re mde y customers or others. Rte schedules: Senerl files of pulished rte sheets nd schedules of utility service. :ncluding schedules suspended or superseded.) teeserved 2ustomers' gurntee deposits: Zustomers' deposit ledgers or crd records. hstomers' deposit certificte ooks. teceipts for customers' deposits refunded. leceipts for interest on customers' deposits. deter reding sheets nd records: iuperseded meter reding sheets. Aeter rered sheets (specil redings to check high or low consumption). hstomers' reding crds. fter expirtion or cncelltion fter refund or completion. Until receipt of Commission udit report or fter the uditor's exit conference, whichever occurs first. Life of Corportion fter refhd fter refund fter refund fter refund or next longer or s my e necessry to comply with service rules regrding refunds on fst meters 24

28 tem No. 49 d e f Description Connection nd disconnection orders. Reserved Reserved Mximum demnd, pressure, temperture, nd specific grvity chrts nd demnd meter rscord crds: or s my e necessry to. comply with service rules regrding refunds on fst meters C d Miscellneous illing dt: Reserved Service nd inspection orders from which customers re chrged nd sundry chrge dvice notices. Authoriztions for chrges under utility service contrcts. Reserved Revenue summries: Summries of monthly operting revenues ccording to clsses of service, including summries of forfeited discounts nd penlties: 1 yer fter expirtion of contrct. 5 yers 52 Customers' ledgers nd other records used in lieu thereof: Customers' ledgers. Records used in lieu of customers' ledgers, such s ill summries, registers, Dills stus, etc. 3opies of lrge ills: or until no longer needed to djust customers' ills or fiod dte of one meter test to the next, whichever is longer. or until no longer needed to djust customers' ills or from dte of one meter test to the next, whichever is longer. 25

29 ~ ~ compny's ~ 6 ' Description f detils re trnscried to ledgers covered y tem ove. f detils re not trnscried to ledgers. Tril lnces of ledgers referred to ove. Reserved Reserved Reserved Merchndise sles-ccounting nd collecting: Merchndise sles tickets (duplictes) nd chrge slips for work done. option. yers or until no longer needed to djust customers' ills or from dte of one meter test to the next,. whichever is longer. 1 yer Merchndise registers - nd summries of sles. Merchndise ledgers nd instllment records. Merchndise sles returns nd djustment tickets. Cshiers' stus for merchndise collections. Cshiers' periodic reports nd sttements of collection on merchndise ccounts. Reserved Reports relting to sttus of merchndise ccounts receivle. Jo orders nd supporting detils of chrges to customers for work done, ndexes nd tril lnces of merchndise ledgers. Collection reports nd records: Periodic reports, lists, nd summries of collections of operting revenues y mllectors, gents, nd locl or divisionl or district offices. 3 yers 1 yer fter completion of pyments. compny's option fter nnul udit nd 1 yer fter.ccount is settled 1 Yer 2 'yers 3 yers A 26

30 tem NO. Description Bill stus, copies of ills, collection slips, nd other records pertining to collections, summrized or detiled in dily or periodic csh reports C Memorndum records of remittnces from locl or rnch offices. Customers' ccount djustments: Records pertining to djustments of customers' ccounts for overchrges, underchrges, nd other errors, results of which hve een trnscried to other records. Records of high-ill complints whether or not resulting in djustments to customers' ccounts. Uncollectile ccounts nd customers' credit records: compny's option C Records of rting, credit clssifictions, nd investigtions of customers. Ledger ccounts nd supporting detils of customers' ccounts considered to e uncollectile. Reports nd sttements showing ge nd sttus of customers' ccounts. compny's option period leglly collectile rx d e Dt on unpid finl ills. Authoriztions for writing off customers' ccounts. Tx records: Copies of tx returns nd schedules filed with txing uthorities, supporting work ppers, records of ppels, tx ills nd receipts for pyment. (See item '1 5 for vouchers evidencing disursements): period leglly collectile period leglly collectile (1) (2) (3) (4) Federl nd stte income tx returns. Property tx returns. Sles nd use txes. Othertxes. 5 yers fter settlement fter finl tx liility is determined fter finl tx liility is determined 27

31 c tem No. - Tresury Description Agreements etween ssocite compnies s to lloction of consolidted income txes. Schedule of lloction of consolidting federl income txes mong ssocite compnies. Records of nnul determintions of deferred txies on income, nnul determintions of ccounting djustments for "reserve deferrls" of deferred txes on income together with sic computtions nd records of nnul plnt dditions nd retirements nd djustments on which deferred tx ccounting entries re sed. (For the purposes of these regultions, "deferred txes" nd "deferred tx ccounting" emrce provision for "future txes on income," "prepid txes on income," or ny other ccounting procedure which ttriutes tx on income to yer or yers other thn tht of the specific yerk tx return determining the tx liility.) Reserved Filings with txing uthorities to qulify employee enefit plns. nformtion returns nd reports to txing uthorities. Resttements of schedules of txes pid fter giving effect to refunds nd dditionl ssessments. Sttements of funds nd deposits: sttements of periodic deposits with fund dministrtors or trustees. Sttements prepred y fund dministrtor or trustees of fund ctivity including: Beginning of the yer fund lnce. Retention Period 1 5 yers fter settlement 5 yers fter settlement fter sorption of deferred credits. 5 yers fter settlement of federl return or discontinunce of pln, whichever is lter find tx liility nd udit settlement is determined Retin records for the most recent 3 yers Retin records for the most recent 3 yers Retin records. until the fund is dissolved or terminted. 28

32 ~~ tem No. Description Deposits with the fund. Acquisition of investments held y the find. Disposition of investments held y the fund. Disursements from the fund, including prty to whom disursement ws mde. End of yer fund lnce. Requisitions nd receipts for funds furnished mngers, gents, nd others. Records of fidelity onds of employees nd others responsile for funds of the utility. Reports nd estimtes of funds required for generl nd specil purposes. Records of deposits with nks nd others: Zopies of nk deposit slips. 4dvice of deposits mde when informtion hs een trnscried on other -ecords which re retined. Sttements fiom depository showing the detils of funds received, disursed, snsferred, nd lnces on deposit. 3nk reooncilement ppers. Sttements fiom nks of interest credits. lheck stus, registers, or other records of checks issued. tecords of receipts nd disursements: Retin records until the fund is dissolved or terminted. Retin records until the fund is dissolved or terminted. Retin records until the fhd is dissolved or terminted. Retin records until the fund is dissolved or terminted. Retin records until the fund is dissolved or terminted. compny s option fter funds hve een returned or ccounted for. compny s option fter liility of onding compny hs expired. compny s option 1 yers 1 yers 5 yers 29

33 kmno. Description 1 Dily or other periodic sttements of receipts or disursements of funds. c C d Periodic sttements of outstnding vouchers, checks, drfts, etc. issued nd not presented. Reports of ssocites showing working fund trnsctions nd summries thereof. Reports of revenue collections y field cshiers, py sttions, etc. Miscellneous Sttistics: Finncil, operting nd sttisticl reports regulrly prepred in the course of usiness for internl dministrtive or operting purposes (nd not used s the sis for entries to ccounts of the compnies concerned) to show the results of opertions nd the finncil condition of the utility: (1) (2) Annul reports. Qurterly, monthly, or other period. All other sttisticl reports (not covered elsewhere in these regultions) prepred for internl dministrtive or operting purposes ony nd not used s the sis for entries to the ccounts of the compny. compny s option Budgets nd other forecsts. (Prepred for internl dinistrtive or operting purposes) of estimted future income, receipts nd expenditures in connection with finncing, construction nd opertions nd cquisitions or disposls of properties or investments y the compny nd its ssocite compnies, including revisions of such estimtes nd memornd showing resons for revisions; lso records showing comprison of ctul income nd receipts nd expenditures with estimtes: Correspondence (Chnge to Miscellneous Correspondence): Correspondence nd indexes thereto relting to offices covered y other item of these regultions. Stenogrphers noteooks nd dictphone or other mechnicl device records. Miling lists of prospects for pplince sles, securities, etc. 3 yers compny s option compny s option compny s option 30

34 ~~ ~ ~ ~- tem No. Description Records of predecessor compnies: Reports to federl nd stte regultory commissions: Retin consistent with the requirements for the sme types of records for the utility.. C Annul finncil, operting nd sttisticl reports. Monthly nd qurterly rep0,rt.s of operting revenues, expenses, nd sttistics. Specil or periodic reports on the following sujects: Trnsctions with ssocited compnies. Budgets of expenditures. Accidents. Employees nd wges. Lons to officers nd employees. [ssues of securities. Purchses nd sles, utility properties.?lnt chnges - units dded nd retired. Service intemmtions. 2ost of service reports filed under Section 133 of the Pulic Utility Regultory Policies Act (PURPA). Reports filed under federl nd stte holding compny regultions. Other miscellneous records: Copies or records of dvertisements y the compny in ehlf of itself or ny ssocite compny in newsppers, mgzines nd other pulictions. RESERVED RESERVED 15 yers fter dte of report 5 yers 3 yers 5 yers 5 yers fter fully pid 25 yers or until ll securities covered re retired, whichever is shorter. Life of Corportion Life of Corportion 5 yers Corportion 3 yers 31

35 tem No. d Description Destruction of records certifictes or other notifictions. 32