DEPARTMENT OF COMMERCE

                         PUBLIC SERVICE COMMISSION

         PRESERVATION OF RECORDS OF ELECTRIC, GAS, AND WATER UTILITIES

(By authority conferred on the public service commission by section 5 of  Act 
No. 419 of the Public Acts of 1919, as amended, and section 4 of Act No. 3 of 
the Public Acts of 1939, as amended, being §460.55   and   460.4    of    the 
Michigan Compiled Laws)

                        PART I. GENERAL PROVISIONS


R 460.2501    Scope.
  Rule 1. (1) These rules apply to  all  books   of   account    and    other 
records prepared by or on behalf of the public utility.   See  rule   82   of 
these  rules for records  which  come  into  the  possession  of  the  public
 utility  in connection  with  the  acquisition  of  property,   such   as a
 purchase, consolidation, or merger.
  (2) These rules shall not be construed  as  excusing  compliance  with  any 
other lawful requirement for the preservation of records for  periods  longer
 than those  prescribed  herein.   Whenever  a  gas  utility  collects  rates 
authorized by this commission based on  increased  supplier  rates  collected 
under bond  under  the  authority  of   the   federal    energy    regulatory 
commission  (FERC),  such utility shall maintain sufficient  gas  consumption
 records  to  enable  the calculation of refunds to individual customers   as 
may   be   ordered   by   the  Michigan  public  service   commission.   This 
requirement shall continue in effect until final action by the federal energy 
regulatory commission (FERC) or until  the final  decree  of  the  court,  if 
appealed thereto, and until such  time  as  the Michigan    public    service 
commission  has  entered  its  order    authorizing  appropriate  refunds  if 
such be the case.
  (3) Unless otherwise specified in part 2 of these rules,  duplicate  copies 
of records may be destroyed at any time if such  duplicate  copies   do   not 
contain significant information not shown on the originals.
  (4) Records other than those  listed  in  part  2  of  these   rules    may 
be destroyed at the option of the public utility of records  that  are   used 
in place of those listed will be preserved for the periods   prescribed   for 
the records used for substantially similar  purposes  and  if  the  retention
 of  records  pertaining  to  added  services,  functions,  and  plant,   the 
establishment of which cannot  be  presently  foreseen,  will   conform    to 
the  principles embodied herein.

  History: 1979 AC; 1980 AACS.


R 460.2502    Designation of supervisory official.
  Rule 2. A public utility subject to these rules shall designate 1  or  more 
persons to be officially responsible for the  supervision  of  the  utility's 
program for the preservation and authorized destruction of its records.

  History: 1979 AC; 1980 AACS.



R 460.2503    Protection and storage of records.
  Rule 3. The public  utility  shall  provide  reasonable   protection    for 
records subject to these rules from damage  by  fires,  floods,   and   other 
hazards  and, in the  selection  of  storage  spaces,  shall  safeguard   the 
records  from unnecessary exposure to deterioration from excessive  humidity,
 dryness,  or lack of proper ventilation.

  History: 1979 AC; 1980 AACS.



R 460.2504    Index of records.
  Rule 4. At each office of a  public  utility  where  records  are  kept  or 
stored, such records as are herein required to be preserved  shall   be    so 
arranged, filed, and currently indexed that they may be  readily   identified 
and  made available to representatives of the commission.

  History: 1979 AC; 1980 AACS.



R 460.2505    Preservation of record media generally.
  Rule 5. For the purpose of  these  rules,  the  data    constituting    the 
records listed in part 2 may be retained in any of the media forms in  figure
 1,  if the media selected has a standard life expectancy equal to   or    in 
excess  of the specified  retention  period.   However,  records   supporting 
plant  and licensed project cost shall be retained in  their  original  form, 
unless microfilmed. Media regeneration to achieve the full length  of  period 
retention shall not be allowed without commission approval of the request  of 
the company, except in emergency situations.  In emergency cases,  management 
shall take  prudent  action  and  shall  notify  the  commission  immediately 
thereafter.
  (2) If the media form of the record retained is  other  than   a   readable 
paper copy, then reader equipment  or  printer  equipment,  or   both,    and 
related printout programs, if required, shall be provided by   the    utility 
for  data reference.
  (3) The  media  form  initially  selected  for  the  record   becomes   the 
"original" for that particular record.  If  subsequent  conditions,  such  as 
improved  media  life  expectancy,   increased    utility    resources,    or 
environmental  factors, require a change in media   forms,   and    if    the 
remaining  retention  period permits a change in the media forms, the utility 
may convert to another  media  and  dispose  of  its  old  equipment  if  the 
certification  processes  described   in  rule  5a  are  observed  and   data 
referencing capability is maintained.
  (4) Figure 1 shall read as follows:

 

  

  
Record media form
  
  

  
Media expected life
  
  

  
Comments and standards
  
 

  
 
 

  

  
1.  Paper &
  card stock (hard copy
  
  

  
Archival permanency
  
  

  
For each document, paper stock with a life expectancy
  equal to or greater than the retention period specified for that document
  shall be selected.
  
 
  
 
 

  

  
2.  Tape magnetic
  (including videotape)
  
  

  
5 years 
  
  

  
Assumes storage in a controlled environment with a
  temperature and humidity range of 60 degrees Fahrenheit to 80 degrees
  Fahrenheit and 40% to 60%, respectively. 
  (Refer to specific storage conditions).
  
 
  
 
 

  

  
Punched
  
  

  
Archival permanency
  
  

  
For each record, tape with a life expectancy equal to or
  greater than the retention period specified for that record media (paper,
  mylar, metallic base) shall be selected.
  
 
  
 
 

  

  
3. Microforms
  
    a.  Microfilm
  
 
  
  

  
Archival permanency
  
  

  
Assumes storage in a controlled environment with a
  temperature and humidity range of 60 degrees Fahrenheit to 80 degrees
  Fahrenheit and 40% to 50%, respectively. 
  (Refer to American national standard institute (ANSI) standard no. PH
  1.28 – 1969 and PH 5.4 – 1970).
  
 
  
 
 

  

  
    b.   Metallic recording 
  
          data
  strips
  
  

  
Archival permanency
  
  

  
Same storage conditions as for microfilm.
  
 
  
 

  History: 1979 AC; 1980 AACS.



R 460.2505a    Preservation of record media; microform and tape certification.
  Rule 5a. (1) As the initial  recording  media,  each    microform    record 
series shall contain, at the beginning, a microform introduction stating  the
 title of the record series, the  date  prepared,  and  the  name   of    the 
official responsible for  validating  or  confirming  the   data    contained 
therein.   Each microform record series shall be closed with  a   clear   and 
standard  microform notation indicating the completion of the   series    and 
the  date.   If  after validation, supplemental data or corrections, or both, 
are required, the microform may be produced separately or as a  part  of  the 
series rerun, but shall be affixed to the original microform  certificate  as 
described in this subrule.
  (2) As the initial  recording  media,  each  tape  record   series    shall 
be externally labeled and shall include, as a basic part of the  program,  at 
the beginning of that series, an introduction stating the    record    series 
title, date prepared,  the   name   of   the   official    responsible    for 
validating  or confirming the data contained  therein,  and  an  index  where 
appropriate.   Each record series shall be closed with a clear  and  standard 
notation  indicating the completion of that series and the date.
  (3) As converted from  other  media,   each   microform    record    series 
shall include as an integral part a certificate or certificates  which  state
 that the microforms are direct and facsimile reproductions of  the  original 
records and  that  they  have  been  made  in  accordance   with   prescribed 
instructions.   A certificate shall be executed by  a  person   or    persons 
who  have  personal knowledge of the facts covered thereby.
  (4) As converted from other media, each  microform  record   series   shall 
begin and end with a statement as to the nature  and  arrangement   of    the 
records reproduced and the  date.  Rolls  of  film  shall  not   be   cut.
Supplemental  or retaken film, whether of misplaced or omitted documents   or 
of  portions  of microform found to be defective, shall be attached  to   the 
beginning  of  the microform record series and the aforementioned certificate 
shall cover the supplemental or retaken film and shall state the reasons  for 
the  subsequent actions.
  (5) If, in accordance with the provisions of rule 5b, the  utility   elects 
to convert records to  the  tape  media,  the  same  certification  provision 
specified in subrule (2) shall be provided in the conversion program.

  History: 1979 AC; 1980 AACS.



R 460.2505b   Preservation of  record   media;   change    of    media    for 
existing records.
  Rule 5b. Records prepared and maintained under  previous   rules    in    a 
paper media whose remaining retention period falls within the life expectancy 
range of any of the media detailed in figure 1 may be  converted   to    that 
media  at the public utility's or licensee's option,  if    the    applicable 
certification processes described in  rule  5a  are  observed  and  an  audit 
referencing capability is maintained.

  History: 1979 AC; 1980 AACS.



R 460.2505c   Preservation of record media; records created or maintained  in 
a media and format other than readable entries on paper.
  Rule 5c.(1) All records created or maintained in a  media  and   a   format 
other than readable entries on paper shall comply with all of the following:
  (a) Be prepared, arranged, classified, identified, and  indexed  to  permit 
the subsequent location,  examination,  and  reproduction  of   the    record 
as  a readable media.
  (b) Be stored in  a  manner  that  provides  reasonable   protection   from 
hazards, such as fire, flood, and theft, and be maintained  in  a  controlled 
environment.
  (c) Be regenerated, including proper certification, when damaged.
  (2) The utility or company  shall  be  prepared  to  furnish,  at  its  own 
expense,  standard  facilities  for  reading  media  and  shall  additionally 
provide, if  the commission directs, copies of the record in a readable form.
  (3) All film stock shall  be  of   approved,    operationally    permanent, 
record microcopying type which meets the  current  specifications   of    the 
national bureau of standards.

  History: 1979 AC; 1980 AACS.



R 460.2506    Destruction of records.
  Rule 6.  The destruction of the records permitted to be   destroyed   under 
the provisions of these rules may be performed  in  any  manner  elected   by 
the public utility concerned.  Precautions shall  be  taken,   however,    to 
macerate  or  otherwise  destroy  the  legibility   of   records   containing 
information  which is forbidden by law from being  divulged  to  unauthorized 
persons.

  History: 1979 AC; 1980 AACS.



R 460.2507    Premature destruction or loss of records.
  Rule 7. When  any  records  are  destroyed  before  the    expiration    of 
the prescribed period of retention, a certified statement listing, as far  as 
may be determined, the records destroyed  and  describing  the  circumstances
 of accidental or other premature  destruction  shall  be  filed   with   the 
commission within 90 days from the date of discovery of  such  destruction.
Discovery  of the loss of records is to be treated in the same manner  as  in 
the case of premature destruction.

  History: 1979 AC; 1980 AACS.



R 460.2508. Rescinded.

  History: 1979 AC; 1980 AACS.


R 460.2509    Retention periods designated "Destroy at option."
  Rule 9. Use of the retention period, "Destroy  at   option,"    in    these 
rules constitutes authorization for such  destruction  under  the  conditions 
specified for the particular types of  records  only   if    such    optional 
destruction  is appropriate  to  limited  managerial   interest    in    such 
records  and  if  such optional  destruction  is  not  in    conflict    with 
other   legal   retention requirements  or  usefulness  of  such  records  in 
satisfying  pending  regulatory actions or directives.

History: 1979 AC; 1980 AACS.


              PART 2. SCHEDULE OF RECORDS AND PERIODS OF RETENTION


R 460.2511    Capital stock records; retention periods.
  Rule 11. The following capital stock  records  shall  be    retained    for 
the periods listed:
other.records showing the same
  (a) Capital stock ledgers or 6 years after  the  stockholder's  account  is 
other records showing the same closed. For the purpose of  this  subdivision, 
information. a stockholder's account may be treated as  closed account at the 
time that such stock-  holder ceases to  be  a  holder  of  record   of   the 
particular class of stock of the company, and  the  6-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.

  (b) Capital stock subscription accounts, 2 years after settlement.
warrants, requests for allotments, and other essential papers related thereto.
  (c) Stubs or similar records 6 years after cancellation of certificate.  If 
of capital stock certificate issuance this record serves  the  purpose  of  a 
capital where not used as capital  stock  ledger stock  ledger,   subdivision 
(a)  is applicable.
record. 6 years after last entry on page or sheet of
  (d) Stock transfer registers or sheets the record.
or similar records.
  (e) Papers pertaining to, or supporting  transfers  of,  capital  stock  as 
follows:
  (i) Papers that are recorded Destroy at option or return to stockholder.
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.
  (ii) Any other papers not described 3 years from the date of transfer.
in subdivision (e) (i) of this rule.
  (f) Canceled capital stock certificates 6 years  after   cancellation.   If 
this record where not used as capital stock ledger serves the  purpose  of  a 
capital  stock ledger, records. subdivision (a) is applicable.
  (g) Change of  address  notices  of Destroy  at  option    after    changes 
are recorded.
stockholders.
  (h) Bonds of indemnity and affidavits 6 years after expiration of bonds.
covering issuances of stock certificates to replace lost certificates.
  (i)  Letters,  notices,  reports,  statements,  and  other   communications 
distributed to all stockholders of a particular class as follows:
  (i) Formal communications addressed to Life of the corporation.
all  stockholders  of  a  particular  class,  including  annual  reports   to 
stockholders, notices of annual and special  meetings  of  stockholders,  and 
other notices, letters, reports,  or  statements  relating  to  corporate  or 
stockholder actions.
  (ii) Interim reports of operations, 6 years after the date thereof.
speeches of corporate officers, and notices of change of corporate address or 
telephone numbers and similar information.
  (j) Dividend registers, lists or similar 6 years.
Records.
  (k) Paid dividend checks. 6 years.
  (l) Third party dividend orders. 6 years after rescission order.

  History: 1979 AC; 1980 AACS.


	
R 460.2512    Debt security records; retention periods.
  Rule 12. The following debt security  records  shall  be   retained   for   
the periods listed:
  (a) Registered bond and debenture 3 years after redemption.
ledgers.
  (b) Bond and debenture subscription 3 years after settlement.
accounts,  warrants,  subscription  notices,  requests  for  allotment,   and 
essential papers related thereto.
  (c) Stubs or similar records of bond 3 years after redemption.
and debenture certificates issued.
  (d) Papers pertaining to, or supporting transfers of, registered bonds  and 
debentures as follows:
  (i) Papers that are recorded Destroy at option or return to holders of  the 
officially in a court or in the office of bonds or debentures.
some other public recording authority; and other papers presented by any bank 
or trust company requesting transfers in its capacity as a fiduciary.
  (ii) Any other papers not described 3 years after transfer.
in subdivision (d) (i) of this rule.
  (e) Records of bond and debenture Destroy at option in compliance with  the 
interest coupons paid and unpaid. note under subdivision (h).
  (f) Canceled bonds and debentures Destroy at option in compliance with  the 
and paid interest coupons pertaining note under subdivision (h).
thereto.
  (g) Trust indentures, loan agreements, 6 years after redemption.
or other contracts or agreements securing debt securities  issued.  (If  such 
papers or documents are included among the records covered by rule  13,  this 
instruction shall not apply).
  (h) Copies of reports, statements, 6  years  after  redemption.   Destroy   
at option letters, or memoranda filed with a  trustee  if  the  trustee  or   
trustees  under such or trustees pursuant to provisions  of  a  indenture  or 
security instrument  are national trust indenture or  other  security  banks, 
members of the federal reserve instrument or agreement securing debt  system, 
or  subsidiaries  of  any  such national securities issued. bank  or  federal 
reserve system member bank  and if the trustee or trustees have certified  to 
Note: Canceled bonds and debentures the company that copies of all  such  and 
paid interest coupons  pertaining documents  will   be   available   in   the 
offices of thereto may be destroyed if a certifi- the trustee or trustees for 
inspection at  any  cate  of  destruction  that  gives  a  full  time  before 
redemption  by  holders  of  debt  descriptive  reference  to  the  documents 
securities  to  which  such  documents relate destroyed is made by the person 
or and for inspection by any federal or state persons authorized  to  perform 
such regulatory authority  prior   to   redemption  and  destruction  and  is 
retained by the for an additional period of 6 years  after  company  for  the 
period herein prescribed. redemption.
The certificate  of  destruction  that  evidences  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 shall also be authorized by a representative of the trustee or 
trustees acting in conjunction with the  person  or  persons  destroying  the 
documents or shall have the trustee's or trustees'  acceptance  thereon.  The 
certificate of destruction may be destroyed 6 years  after  the  payment  and 
discharge of the bonds or debendures or interest coupons  described  in  such 
certificate.
  (i) Paid or canceled debt securities 3 years after payment or  cancellation 
if evidencing temporary borrowings. other records of issuance and payment     
or cancellation are maintained.
  (j) Paid interest checks. 6 years.
The terms "bonds" and "debentures," as used in subdivisions  (a)  to  (f)  of 
this rule, include all debt securities, such as bonds, debentures,  or  notes 
other than debt securities which evidence temporary borrowings and which  are 
expected to be repaid out  of  the  proceeds  of  the  sale  of  longer  term 
securities.  Typical of  such  temporary  debt  securities  as  described  in 
subdivision (i) are  notes  issued  to  banks  evidencing  temporary  working 
capital and construction and gas storage loans.

  History: 1979 AC; 1980 AACS.



R 460.2513    Authorization records from  regulatory  bodies  for  issuance   
of securities; retention periods.
  Rule 13. The following authorization  records  from   regulatory   bodies   
for issuance of securities shall be retained for the periods listed:
 (a) Copies of applications to 25 years or until all securities  covered  are 
regulatory bodies for  authority  to retired,  whichever  is  shorter.  If  a 
retention issue stocks, bonds, and other period is  prescribed  elsewhere  in 
the securities, including copies of schedule with  respect  to  any  document 
exhibits in  support  of  such  which  is  included  as  an  exhibit  to  any 
applications.  filing  retained  pursuant  to  the  requirements    of   this 
subdivision, the company need  retain only 1 copy of such document  in  its   
files if appropriate cross-references are  established.
  (b) Official copies of opinions and Until securities covered are retired.
orders of regulatory bodies granting authority to issue securities.
  (c) Reports filed with regulatory Until securities covered are retired.
bodies in compliance with authorizations to issue securities. File copies  of 
such reports and supporting papers.

  History: 1979 AC; 1980 AACS.



R 460.2514    Copies of registration statements and other data filed   with   
the securities and exchange commission; retention periods.
  Rule 14. The following copies of  registration   statements   and   other   
data filed with the securities and exchange commission shall be retained  for 
 the periods listed:
  (c)  Copies  of  registration   statements  25   years   or   until   all   
securities covered are and other data in connection with  offerings  retired, 
whichever is shorter. If a retention of securities for sale to the public  or 
the period is prescribed elsewhere in the listing of securities on exchanges, 
including schedule with  respect  to  any document supporting  papers.  which 
is  included  as  an  exhibit  to  any  filing   retained  pursuant  to   the 
requirements of  this subdivision, the company need retain  only  1  copy  of 
such document in its files,  if appropriate cross-references are  established.
  (b) Copies of periodic reports  and 25  years.  If  a  retention   period   
is prescribed and supporting papers filed in elsewhere in the  schedule  with 
respect to compliance with  either  the  securities  any  document  which  is 
included as an act of 1933 or the securities exhibit to any  filing  retained 
pursuant to the exchange act of 1934. requirements of this subdivision, the   
the company need retain only 1 copy  of  such   document  in  its  files,  if 
appropriate cross-  references are established.

  History: 1979 AC; 1980 AACS.



R 460.2515    Proxies and voting lists; retention periods.
  Rule 15. Proxies and voting lists shall be retained for the periods listed:
  (a) Proxies of holders of voting securities. 1 year.
  (b) Lists of holders of voting securities represented at meetings. 1 year.

  History: 1979 AC; 1980 AACS.


  R 460.2516    Minute books; retention period.
  Rule  16.  Minute  books  of  stockholders',  directors',  and   directors' 
committee meetings shall be retained for the life of the corporation.

  History: 1979 AC; 1980 AACS.



R 460.2517    Title  papers,   charters,   franchises,   licenses,   formal   
orders; retention periods.
  Rule 17. The following documents shall be retained for the periods listed:
  (a) Deeds  and  other  title  papers,  including  abstracts  of  title  and 
supporting data. 6 years after property is disposed of, unless surrendered to 
transferee.
  (b)  Corporate  charters  or  certificatesof   incorporation. Life    of    
the corporation.
  (c) Franchises and certificates Life of the corporation.
  (d) Licenses, including amendments  thereof,  granted   by   federal   or   
state authorities for construction and operation of utility plant. 25 years.
  (e) Copies of  formal  orders  of  regulatory  commissions  served   upon   
the uti1ity. Life of the corporation.

  History: 1979 AC; 1980 AACS.


  R 460.2518    Permits; retention periods.
  Rule 18. The following permit  records  shall   be   retained   for   the   
periods listed:
  (a) Permits and granted applicationsfor the use of  facilities  of  others. 
6 years after expiration or cancellation.
  (b) Copies of permits and applicationsgranted  others  for  the  use   of   
the utility'sfacilities. 6 years after expiration or cancellation.
  (c) Applications for the use of facilities   not   granted   and   copies   
ofsuch applications. Destroy at option.
  (d) Permits of a temporary  nature  from   municipalities   or   othersto   
perform specific work, such aspermits to open streets. Destroy at option.

  History: 1979 AC; 1980 AACS.



R 460.2519    Contracts and agreements; retention periods.
  Rule 19. Except  as  provided  elsewhere  in  these  rules,  the  following 
contract and agreement records shall be retained for the periods listed:
  (a) Service  contracts,  such  as   for   management,   accounting,   and   
financial  services.  See  rule  22(b)(i)  if  they  affect  cost  of  plant; 
otherwise, 6  years after expiration or cancellation.
  (b)  Contracts  with  other  utilities  for  the   purchase,   sale,   or   
interchange ofproduct. 6 years after expiration or cancellation.
  (c) Leases pertaining to rentals ofproperty to or from  others.  6  years   
after expiration or cancellation.
  (d)  Contracts  and  agreements   with   individual   employees,   labor    
unions,company unions, and other employeeorganizations relative   to   wage   
rates,hours,  and similar matters. 6 years after expiration or cancellation.
  (e) Contracts,  agreements,  and  otheressential  records  necessary   to   
the carryingout of the functions of an employee'sstock purchase or other type 
 of employees'saving plan. 6 years after expiration or cancellation.
  (f)  Memoranda  essential   to   clarifying or   explaining   provisions    
of contractslisted above. For same periods as contracts to which they relate.
  (g) Card or book records of contractsleases, and agreements  made,  which   
show dates  of  expirations,  dates  of  renewals,  memoranda  of  receipts,  
 and paymentsunder such  contracts,  leases,  and   agreements.  For   same   
periods  as contracts to which they relate.
  (h)   Contracts   or   agreements   for   theacquisition   or   disposal    
of investments,excluding temporary cash investments. 25 years after disposal.

  History: 1979 AC; 1980 AACS.



R 460.2520    General and subsidiary ledgers; retention periods.
  Rule 20. The following ledger  records  shall   be   retained   for   the   
periods listed:
  (a) General ledgers. 50 years.
  (b)  Ledgers  subsidiary   or   auxiliaryto   general   ledgers,   except   
ledgers providedfor elsewhere. 50 years.
  (c) Indexes to general ledgers. 50 years.
  (d) Indexes to subsidiary ledgersexcept ledgers  provided  for   elsewhere. 
50 years.
  (e) Trial balance sheets of generaland subsidiary ledgers. 2 years.

  History: 1979 AC; 1980 AACS.



R 460.2521    Journals; retention period.
  Rule  21. General  and  subsidiary   journals,    including    departmental 
and divisional journals shall be retained for a period of 50 years.

  History: 1979 AC; 1980 AACS.



R 460.2522    Journal vouchers and entries; retention periods.
  Rule 22. The following  journal  voucher  and  entry  records   shall    be 
retained for the periods listed:
  (a) General, departmental , divisional,  and  petty  journal  vouchers.  50 
years.
  (b)  Materials  and  supplies    disbursement,labor    distribution,    and 
other  detailsummarization  and  distribution  recordswhich  support  journal 
vouchers or journalentries as follows:
  (i) Charging  plant  accounts.  6  years,   if    accounting    adjustments 
resulting from  reclassification  and  original  cost  studies   have    been 
approved   by   the  regulatory  commissions  having  jurisdiction   and   if 
continuing  plant   inventory  records  are  maintained  or  unitization   of 
construction costs  appear  in  work orders; otherwise 25 years. For licensed 
projects, time tickets and  material issued and material returned tickets may 
be destroyed at  option  if  the   basic  information  contained  thereon  is 
transcribed to other  records  and  if  such other records  are  retained  in
 accordance  with  this  instruction.   Basic  information  as  regards  time 
tickets includes, at a minimum, for  the  purpose of this instruction,  hours 
worked and the distribution of time to the  proper job or account.
  (ii) Charging all other accounts. 6 years.
  (c) Papers  forming  part  of,   or   necessary   to    explain,    journal 
vouchersor journal entries, except as coveredin rule 22(b). 50 years.
  (d) Schedules for recurring journalEntries. Destroy when superseded.
  (e) Lists of standard journal entrynumbers. Destroy when superseded.

  History: 1979 AC; 1980 AACS.



R 460.2523    Cash books; retention periods.
  Rule 23. The following cash book  records  shall  be  retained   for    the 
periods listed:
  (a) Treasurer and auditor generalcash books. 3 years.
  (b) Cash books subsidiary or auxiliary to   general    cash    books,except 
those showing only collectionsfrom customers. 3 years.
  (c) Subsidiary cash records showingonly customer collections. 3 years.
  (d) Other cash records of amemorandum nature. 3 years.

  History: 1979 AC; 1980 AACS.



R 460.2524    Vouchers and voucher registers; retention periods.
  Rule 24. ( 1 ) The following voucher  records  shall  be    retained    for 
the periods listed:
  (a)  Paid   and    canceled    vouchers(1     copy)     analysis     sheets 
showingdetailed  distribution  of  chargeson    individual    vouchers    and 
othersupporting  papers. 6 years (see rule 22(b)(i)   and    (ii)),    except 
that  those  relating  to  the construction of licensed  projects,  additions 
or betterment  thereto,  or  the amortization reserve applicable thereto, for 
which  the  commission  has  not determined the  actual  legitimate  original 
cost, shall be retained until  such cost has been determined.
  (b) Original bills and invoicesfor materials and services paid  byvouchers.
6 years (see rule 22(b)(i)  and  (ii)),  except  that  those   relating    to 
the construction of licensed projects, additions or betterment  thereto,   or 
the amortization reserve applicable thereto, for which  the  commission   has 
not determined the actual legitimate original cost, shall be  retained  until 
such cost has been determined.
  (c) Paid checks and receipts forpayments by voucher or otherwise. 6 years.
  (d) Authorization for the pay-ment of specific vouchers. 6 years (see  rule 
22
  (b), (i) and (ii)).
  (e)   Lists   of   unaudited   bills    (accounts    payable),    lists of  
voucherstransmitted,      and      memoranda       regardingchanges        in 
unaudited bills. Destroy at option.
  (f) Voucher indexes. 6 years.
  (2) Voucher registers or similar records shall be retained for a period  of 
6 years. (See rule 22(b), (i) and ii)).

  History: 1979 AC; 1980 AACS.



R 460.2525    Rescinded.

  History: 1979 AC; 1980 AACS.  


R 460.2526    Accounts receivable; retention periods.
  Rule 26. The following accounts receivable records shall  be  retained  for 
the periods listed (see rules 53 and 54 for accounts  with   customers    for 
utility service and merchandise sales):
  (a) Records of accounts receivablepertaining to  sales  of  utility  plant.
3 years after settlement.
  (b)  Record  or  register  of  accountsreceivable   and   indexes   thereto 
andsummaries of distribution. 3 years after settlement.
  (c)   Accounting   department   copies    of    invoices     issued     and 
supporting  paperswhich  do  not  accompany    the    originalinvoices    and 
authorizations   for  charges,including  supporting  papers.  3  years  after 
settlement.
  (d) Periodic  statements  of  unsettledaccounts,  except  trial   balances.
Destroy at option.
  (e) Schedule of invoices to be issued. Destroy at option.

  History: 1979 AC; 1980 AACS.



R 460.2527    Records of securities; retention period.
  Rule 27. Records of securities owned, in  treasury,  or   with   custodians 
shall be retained for a period of 6 years after the disposal of investment.

  History: 1979 AC; 1980 AACS.



R 460.2528    Insurance records; retention periods.
  Rule 28. The following insurance  records  shall  be  retained   for    the 
periods listed:
  (a)  Records  of  insurance  policieswhich  are  in   force   and     which 
showcoverage, premiums paid, andexpiration dates. Destroy at   option   after 
expiration  of such policies.
  (b) Insurance policies. Destroy at option after expiration of policies.
  (c)  Records  of  amounts  recovered  from    insurance    companies     in 
connectionwith losses and of claims againstinsurance   companies,   including 
reportsof  losses and supporting papers. 6 years, except  those  relating  to 
the construction  of licensed projects, additions  or   betterment   thereto, 
or  the  amortization reserve applicable thereto, for  which  the  commission 
has not  determined  the actual legitimate original cost, shall  be  retained 
until such cost  has  been determined.
  (d)  Inspector  reports  and  recordsof   the   condition   of    property.
Until superseded.
  (e)  Insurance  maps  of   propertyand    structures    erected    thereon.
Until superseded.
  (f) Records and  statementsrelating  to  insurance   requirements.  Destroy 
at option.

  History: 1979 AC; 1980 AACS.



R 460.2529    Tax records; retention periods.
  Rule 29. The following tax records shall be retained for the periods listed:
  (a)  Copies  of  schedules,  returns,and   supporting   working   papers to 
taxingauthorities and records of appeals of thefollowing:
  (i)  Federal   income,   excess    profits,undistributed    income,     and 
capital stocktaxes. 7 years after settlement.
  (ii) State income taxes and  stateor  local  property   taxes.   7    years 
after settlement.
  (iii) Other taxes. 2 years after settlement.
  (iv)  Schedule  of  allocation  ofconsolidated   federal   income   taxesto 
subsidiary companies. 7 years after allocation.
  (v) Records of annual determinations of   deferred   taxes    on    income, 
annual determinations of accounting adjustments for "reserve  deferrals"   of 
deferred taxes onincome, together with  basic  computations  and  records  of 
annual  plant additions and retirements and adjustments on  which    deferred 
tax  accounting entries are  based.   Forthe   purposes   of    this    rule, 
"deferred  taxes"  and  "deferred  tax  accounting"  embrace  provisions  for 
"future   taxes   on   income,"  "prepaid  taxes  on  income,  or  any  other 
accounting procedure which  attributes a tax on income to  a  year  or  years 
other than  that  of  the  specific  year's  tax  return  determiningthe  tax 
liability. 6 years  after  absorption  of  deferred credits.
  (b) Tax bills from taxing authorities and receipts for payment. See  rule 24
  (1)(b).
  (c) Summaries of taxes paid by classes of taxes and by location. 6 years.
  (d) Summaries of taxes paid by taxing districts. 6 years.
  (e) Restatements of schedules of taxes  paid  after  giving    effect    to 
refunds and additional assessments. 6 years.

  History: 1979 AC; 1980 AACS.



R 460.2530    Accountants and auditor reports; retention periods.
  Rule 30. The following accountant and auditor reports shall   be   retained 
for the periods listed:
  (a) Reports of examinations and audits by accountants and auditors  not  in 
the regular employ of the utility, including reports of  public    accounting 
firms and regulatory commission  accountants. 7   years   after    date    of 
report  or commission audit, whichever comes last.
  (b) Internal audit reports and workingpapers. 3 years.

  History: 1979 AC; 1980 AACS.



R 460.2531    Automatic data processing record; retention periods.
  Rule 31. (1) The  following  automatic  data  processing   records    shall 
be retained for the periods listed:
  (a) Punched cards,  tapes,   or   similarmedia   used    as    intermediate 
records orsteps in data processing for assemblingdata to  be  posted  to  the 
records  of thecompany or used in a report or study. Destroy at option.
  (b) Program  documentation  and  revisions  thereto. Retain  as   long   as 
it represents  an  activeviable   program   or   for    periods    prescribed 
forrelated output data, whichever is shorter.
  (2) Original source  data  used  as  input  for   data    processing    and 
data processing report printouts shall be  retained  for    the    applicable 
periods prescribed elsewhere in the schedule.
Plant and accumulated provision for depreciation.

  History: 1979 AC; 1980 AACS.



R 460.2532    Plant ledgers; retention periods.
  Rule 32. The following plant ledgers and records shall be   retained    for 
the periods listed:
  (a) Ledgers of  utility   plant   accounts,including   land    and    other 
detailed ledgersthat show the cost of utility plant by classes. 50 years.
  (b) Continuing  plant  inventory  ledger,book,  or  card    records    that 
show thedescription, location, quantity cost,and  similar   information    of 
physical units(or items) of  utility plant  owned. 6  years  after  plant  is
 retired provided mortality data are retained.  For  depreciation   purposes, 
life  or mortality  study  data  shall  be  retained  for  the  life  of  the 
corporation.

  History: 1979 AC; 1980 AACS.



R 460.2533     Construction  ledgers,   work   orders,    and    supplemental 
records; retention periods.
  Rule 33. The following  construction  work  in  progress   ledgers,    work 
orders, and supplemental records shall be retained for the periods listed:
  (a) Construction work in progress ledgers. 10 years after   clearance    to 
the plant   account   if   continuing   plant    inventory    records     are 
maintained; otherwise, 6 yearsafter plant is retired.
  (b)  Work  order  sheets  which  showentries   for    labor,     materials, 
and othercharges for utility plant additions, andentries closing   the   work 
orders forutility plant in service at completion. 10 years  after   clearance 
to  the plant  account  if  continuing  plant    inventory    records     are 
maintained; otherwise, 6 yearsafter plant is retired.
  (c)  Authorizations  for   expendituresfor     additions     to     utility 
plant, includingmemoranda that show the detailedestimates  of  cost  and  the
 basis therefore.Original  and    revised     or     subsequentauthorizations 
shall   be included. 10 years.
  (d)  Requisitions  and  registers  of    authorizations     for     utility 
plant expenditures. 10 years.
  (e) Completion or  performance   reports   that   show    the    comparison 
between authorized estimates and  actual  expenditures  for   utility   plant 
additions. 10 years.
  (f) Analysis or cost reports that show quantities  of    materials    used, 
unit costs,  number  of  man-hours,  and  similarinformation  in   connection 
with completedconstruction projects. 10 years after clearance  to  the  plant 
account if continuing plant inventory records  are  maintained;  otherwise, 6 
 years after plant is retired.
  (g) Records and reports that pertain to the  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)  Records  of   gas   acreage   owned,   leased,or    optioned;    lease 
records;  well-drillinglogs    and    well-construction     records;      and 
geological   and photographic maps of field. 50 years.

  History: 1979 AC; 1980 AACS.



R 460.2534     Retirement   ledgers,   work    orders,    and    supplemental 
records; retention periods.
  Rule 34. The following retirement work in progress  ledgers,  work  orders, 
and supplemental records shall be retained for the periods listed:
  (a)  Work  order  sheets   which    have     theentries     for     removal 
costs, materialsrecovered, and credits to utility plantaccounts for  cost  of
 plant retired postedto them. 10 years after plant is  retired  if  mortality 
data  are retained.
  (b)  Authorization  for   retirement     ofutility     plant,     including 
memorandathat show the basis for the determinationof  the  cost   of    plant 
to  be  retired andestimates of salvage and removal costs. 10   years   after 
clearance  to  the plant  account  if  continuing  plant  inventory  records
 are   maintained; otherwise, 6 years after plant is  retired,  if  mortality 
data are retained.
  (c) Registers of retirement work orders. 10 years.

  History: 1979 AC; 1980 AACS.



R 460.2535    Additional plant account records; retention periods.
  Rule 35. Summary  sheets,  distribution  sheets,    reports,    statements, 
and papers that directly support debits and  credits   to    utility    plant 
accounts that are not covered by construction or  retirement   work    orders 
and  their supporting records shall be retained for  a  period  of  10  years 
after clearance to the plant account if continuing plant  inventory   records 
are  maintained; otherwise, 6 years after plant is retired.

  History: 1979 AC; 1980 AACS.



R 460.2536    Appraisals and valuations; retention period.
  Rule 36. Appraisals and valuations made by the company of its  properties   
or 
investments or of the properties or investments of any associated  companies, 
including all records essential thereto, shall be retained for a period of  3 
years after disposition, termination of lease, or write-off of  the  property 
investment.
  
  History: 1979 AC; 1980 AACS.



R 460.2537    Maps; retention period.
  Rule 37. Maps and  map  reproductions  that   show   the   location   and   
physical 
characteristics of production, transmission, and distribution systems of  the 
utility shall be retained until the map is superseded or until 6 years  after 
plant is retired, if mortality data are retained.
  
  History: 1979 AC; 1980 AACS.



R 460.2538    Construction project engineering records; retention period.
  Rule 38.  (1)  If  a  construction  project  is   wholly    or    partially 
completed, maps or map reproductions, diagrams, profiles, plans, photographs, 
records of engineering studies, and similar records in  connection  with  the 
project shall be retained until these records are superseded or until 6 years
 after  plant is retired, if mortality data are retained.
  (2) If construction of the project does  not  result,  the   records    may 
be destroyed at option after completely accounting for all expenses incurred.

  History: 1979 AC; 1980 AACS.



R 460.2539    Utility plant contracts and agreements; retention periods.
  Rule 39. The following  contracts  and  other  agreements  that  relate  to 
utility plant shall be retained for the periods listed:
  (a) Contracts relating to the acquisitionor  sale  of   plant.   6    years 
after plant is retired.
  (b) Contracts and  other  agreements  thatrelate  to   services   performed 
in connection with the construction of utility plant,   including   contracts 
for the construction of plant  by  others  for  the  utility  and   contracts 
for supervision and engineering relating toconstruction work. 6  years  after 
plant is retired.

  History: 1979 AC; 1980 AACS.



R 460.2540    Account reclassification records; retention period.
  Rule 40.  Records  that  pertain  to  reclassifications  of  utility  plant 
accounts  to  conform  to  prescribed  systems   of    accounts,    including 
supporting  papers that show the basis for such  reclassifications  shall  be 
retained for a period of 6 years. (See rule 22 (b) (i)).

  History: 1979 AC; 1980 AACS.



R 460.2541    Depreciation and depletion reserve records; retention periods.
  Rule 41. The following records of reserve for depreciation  and   depletion 
of utility plant shall be retained for the periods listed:
  (a)  Detailed   records   or   analysis    sheetsthat     segregate     the 
depreciation reserve according to  functional  classification  of  plant.  25 
years.
  (b) Records that support  computation  of  depreciation    and    depletion 
expense ofutility plant, including such data as lifeand salvage  studies.  25 
years.
 Treasury records

  History: 1979 AC; 1980 AACS.



R 460.2542    Statements of funds and deposits: retention periods.
  Rule 42. The following  fund  and  deposit  statement  records   shall   be 
retained for the periods listed:
  (a)  Summaries  and  periodic  statementsof  cash   balances    on     hand 
and withdepositories. Destroy at option.
  (b)  Statement  of  manager  and  agentcash  balances   on     hand     and 
with depositories. Destroy at option.
  (c)  Authorizations  for  and  statementsof  the   transfer    of     funds 
from onedepository to another. Destroy at option.
  (d) Requisitions and receipts for funds furnished to   managers,    agents, 
and others. Destroy at option after funds have been returned or accounted for.
  (e) Records of fidelity bonds of employees and others responsiblefor  funds 
of the utility. Until liability of bonding company has expired.
  (f)  Reports  and  estimates   of   fundsrequired    for    general     and 
special purposes. Destroy at option.

  History: 1979 AC; 1980 AACS.



R 460.2543    Deposit records; retention periods.
  Rule 43. The following deposit  records  shall  be   retained    for    the 
periods listed:
  (a) Bank deposit books. 1 year.
  (b) Copies of bank deposit slips. 1 year.
  (c)  Advice  of  deposits  made  wheninformation  thereon   is   shown   on 
otherrecords which are retained. Destroy at option.
  (d)  Statements   from   depositories   thatshow     the     details     of 
funds  received,disbursed,   and   transferred   and   balanceson   deposits.
Destroy  at option.
  (e) Bank reconcilement papers. 1 year.
  (f) Statements from banks of interestcredits. 1 year.
  (g) Check stubs, registers, or otherrecords of checks issued. 6 years.
  (h) Correspondence and memorandathat relate to the  stopping  of  paymentof 
bank checks and to the issuance ofduplicate checks. 6 years or  destroy    at 
option after check is recovered.

  History: 1979 AC; 1980 AACS.


  R 460.2544    Receipt and disbursement records; retention periods.
  Rule 44. The  following  receipt  and  disbursement  records    shall    be 
retained for the periods listed:
  (a) Daily  or  other  periodic  statementsof  receipts   or   disbursements 
of funds. 2 years.
  (b)  Records   or   periodic     statements     ofoutstanding     vouchers, 
checks, drafts,issued and not presented. 2 years.
  (c)  Reports  of  associates   that    showworking    fund     transactions 
and summariesthereof. Destroy at option.
  (d) Reports of revenue  collections  byfield  cashiers  and  pay  stations.
Destroy at option.
 Revenue accounting and collecting records

  History: 1979 AC; 1980 AACS.



R 460.2545    Customer service applications and contracts; retention periods.
  Rule 45. The following customer service applications and  contracts   shall 
be retained for the periods listed:
  (a)  Applications  for  utility  service    forwhich     contracts     have 
been executed. Destroy at option.
  (b) Applications for utility serviceused in place of contracts. 1 year.
  (c)  Contracts  and  card  files,   orother    records    thereof,     with 
customersfor utility  service.  (See  also  rule  9  (b)). 1    year    after 
expiration   or cancellation.
  (d) Applications for utility servicewhich were withdrawn by  the  applicant 
or not granted by the utility. 1 year.
  (e) Contracts or sales agreementswith customers  and   others    for    the 
saleof merchandise and appliances. 1 year after sales agreement is discharged.
  (f)  Contracts  for  the  lease  of   equipmentto   customers,    including 
receiptsfor same. 1 year after expiration of contract or return of equipment.
  (g)  Applications  and  contracts  forextensions  covered   by   refundable 
depositsor guarantees of  revenue  and  records  that   pertain    to    such 
contracts. 1  year after entire amount is refunded.
  (h)  Applications  and  contracts  forextensions  for  which   donations or 
contri-butions are made by customers or others. 50 years.

  History: 1979 AC; 1980 AACS.



R 460.2546    Rate schedules; retention periods.
  Rule 46. The following rate schedule  records  shall  be    retained    for 
the periods listed:
  (a)  General  files  of   published   ratesheets    and    schedules     of 
utility service,including schedules suspended or superseded. 50 years.
  (b) Regional or local office copies  ofrate  sheets  and    schedules    of 
utility service. 1 year after expiration or cancellation.

  History: 1979 AC; 1980 AACS.



R 460.2547    Customer guarantee deposit records; retention periods.
  Rule 47. The  following  customer  guarantee  deposit  records   shall   be 
retained for the periods listed:
  (a) Customer deposit ledgers or cardrecords. 6 years after refund.
  (b) Customer deposit certificate books. 6 years after refund.
  (c) Receipts for refunded customerdeposits. 6 years after refund.
  (d) Receipts for interest on customer deposits. 6 years after refund.

  History: 1979 AC; 1980 AACS.



R 460.2548    Meter reading sheets and records; retention periods.
  Rule 48. The following  meter  reading  sheets  and  records    shall    be 
retained for the periods listed:
  (a) Superseded meter reading sheets. 2 years or as necessary   to    comply 
with service rules regarding refunds on fast meters.
  (b) Meter reread sheets (specialreadings to check high or  lowconsumption).
1 year.
  (c) Customer reading cards. 1 year.
  (d) Connection and disconnectionorders. 1 year.
  (e) Superseded indexes to meter books. Destroy at option.
  (f)  Mark  sensed  meter   reading   cards.Note:   If   a    gas    utility 
collects ratesauthorized by this commission based onincreased supplier  rates 
collected  underbond  under  authority  of  the   federal    energyregulatory 
commission,  such  utility   shallmaintain   sufficient    gas    consumption 
recordsto  enable   the calculation of  refunds  toindividual  customers   as 
may   be   ordered   bythe  Michigan    public    service     commission.This 
requirement  shall  continue   in effectuntil final  action  by  the  federal 
energyregulatory  commission  or  the final decreeof the court,  if  appealed 
thereto,  and  untilsuch  time  as  the Michigan   public   servicecommission 
enters  its  order  authorizingappropriate  refunds  if  such  be  the  case.
Destroy at option  after  transferring  data  to other records.

  History: 1979 AC; 1980 AACS.



R 460.2549    Charts and demand meter record cards; retention period.
  Rule 49. Maximum demand,  pressure,  temperature,  and   specific   gravity 
charts and demand meter record cards shall be retained  for  a  period  of  1
 year, except that if charts are exchanged with the customer  and  the  basic
 chart information is transferred  to  another  record,  the   charts    need 
only  be retained 6 months  if  the  record  containing  the  basic  data  is 
retained 1 year.

  History: 1979 AC; 1980 AACS.



R 460.2550    Miscellaneous billing data; retention periods.
  Rule 50. The following billing data  shall  be  retained  for  the  periods 
listed:
  (a) Billing department copies of  contracts with customers   (in   addition 
to contracts in general files). Destroy at option.
  (b) Service  and  inspection  orders  fromwhich  customers   are    charged 
andsundry charge advices. 1 year.
  (c) Authorizations for charges underutility service  contracts.   1    year 
after expiration of contract.
  (d) Standard billing sheets or  schedulesthat  show  computed   bills    of 
varying consumption according to rates. Destroy at option.

  History: 1979 AC; 1980 AACS.



R 460.2551    Revenue summaries; retention. periods.
  Rule 51. The following revenue  summaries  shall  be  retained   for    the 
periods listed:
  (a)  Summaries  of  monthly  operatingrevenues  according  to  classes   of 
servicefor the entire utility. 6 years.
  (b) Sumaries  of  monthly  operatingrevenues  according  to   classes    of 
serviceby towns, districts,  or  regions,  includingsummaries  of   forfeited 
discounts andpenalties. 6 years.

  History: 1979 AC; 1980 AACS.



R 460.2552    Customer ledgers  and  records  used  in  place   of   ledgers; 
retention periods.
  Rule 52. The following customer ledgers and other records used  in    place 
of ledgers shall be retained for the periods listed:
  (a) Customer ledgers. 2 years or as necessary   to    comply    withservice 
rules regarding refunds on fastmeters.
  (b)   Records   used   in   place    of    customerledgers,     such     as 
bill summaries,registers.and bill stubs. 2 years or as necessary  to   comply 
with service rules regarding refunds on fast meters.
  (c) Copies of large bills: (i)  If  details  are   transcribed    toledgers 
covered by subdivision (a) ofthis rule. Destroy at option.
  (ii) If details are not transcribed toledgers. 2 years.
  (d) Trial balances of ledgersreferred to in this rule. 1 year.
  (e) Indexes to customer accounts. 2 years.
  (f) Change of address notices. Destroy at option.
  (g) Cards and other records relating to forfeited discounts. 2 years.

  History: 1979 AC; 1980 AACS.



R 460.2553     Merchandise  sales  accounting   and    collecting    records; 
retention periods,
  Rule 53. The  following  merchandise  sales  accounting   and    collecting 
records shall be retained for the periods listed:
  (a)   Merchandise   sales   tickets(duplicates)   and   charge    slips for 
workdone. Destroy at option after annual audit and 6 months after account
 is settled.
  (b) Merchandise sales journals orregisters and summaries of sales. 3 years.
  (c) Merchandise ledgers andinstallment records. 1 year   after   completion 
of payments.
  (d) Merchandise sales returns andadjustment tickets.  Destroy   at   option 
after annual audit and 6 months after account is settled.
  (e) Cashier stubs for merchandisecollections. 1 year.
  (f)  Cashier  periodic  reports   andstatements    of    collections     on 
merchandise accounts. 1 year.
  (g) Records of monthly statementsto customers. Destroy at option.
  (h) Reports relating to the status of merchandise  accounts  receivable.  1 
year.
  (i) Job orders and supporting  details  of  charges  to    customers    for 
work done. 3 years.
  (j) Indexes and trial balances ofmerchandise ledgers. 1 year.

  History: 1979 AC; 1980 AACS.



R 460.2554    Collection reports and records; retention periods.
  Rule 54. The following collection reports and records shall   be   retained 
for the periods listed:
  (a)   Periodic   reports,   lists,   andsumaries    of    collections    of 
operatingrevenues by collectors, agents, andlocal,  regional,   or   district 
offices.(See  rule 44(d)). Destroy at option.
  (b)  Bill  stubs,  copies  of   bills,collection    slips,    and     other 
recordswhich pertain to collections that  aresummarized  or    detailed    in 
daily  orperiodic cash reports. 6 months.
  (c) Memorandum records of remit-tances from local or  branch  offices.Note:
See rule 43 pertaining to depositsof cash with banks. Rule 43  applies  toall 
bank accounts whether at general,local, or regional offices. 6 months.

  History: 1979 AC; 1980 AACS.



R 460.2555    Customer account adjustments; retention periods.
  Rule 55.  The  following  customer  account  adjustment  records  shall  be 
retained for the periods listed:
  (a)  Detailed   records   that   pertain    toadjustments    of    customer 
accounts forovercharges, undercharges, and othererrors,  the    results    of 
which  have beentranscribed to other records. 1 year.
  (b) Detailed  records  of  high  billcomplaints  whether   or    not    the 
complaints resulted in adjustments to customer accounts. 1 year.

  History: 1979 AC; 1980 AACS.



R 460.2556     Uncollectible  accounts  and    customer    credit    records; 
retention periods.
  Rule 56. The  following  uncollectible  account   and    customer    credit 
records shall be retained for the periods listed:
  (a) Records  of  ratings,  credit  classi-fications,   and   investigations 
of customers. Destroy at option.
  (b)  Ledger  accounts  and  supportingdetails   of    customer     accounts 
that areconsidered to be uncollectible. For period legally collectible.
  (c)  Reports  and  statements   that   showthe   age    and    status    of 
customer accounts. 1 year.
  (d) Data on unpaid final bills. 1 year.
  (e) Authorization for writing off customer accounts. 3 years.
 Payroll and personnel records

  History: 1979 AC; 1980 AACS.



R 460.2557    Payroll records; retention periods.
  Rule 57. The following payroll  records  shall  be   retained    for    the 
periods listed:
  (a)  Payroll  sheets  or  registers  ofpayments  of  salaries  and    wages 
toindividual  officers  and  employees.(See  subdivision  (j)   for   pension 
orannuity payrolls and rule 33(a) forconstruction payrolls). 6 years.
  (b) Records that show the  distribution  of  salaries  and  wages  paid  to 
officers and employees for each monthly, semi-monthly, or   weekly    payroll 
period  and summaries or recapitulation statements of such distribution.  See 
rule 22(b).
  (c) Time  tickets,   time   sheets,   timebooks,   time    cards,    worker 
reports, andother records that show hours  worked,description  of  work,  and 
accounts  to becharged. See rule 22(b).
  (d) Paid  checks,   receipts   for   wagespaid   in   cash,    and    other 
evidences ofpayments for services rendered byemployees. 3 years.
  (e)  Applications  and  authorizationsfor   changes     in     wage     and 
salary rates,summaries and reports of changes   inpayrolls,    and    similar 
records. 3 years.
  (f) Applications for payroll changesnot 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 statementsof payrolls. Destroy at option.
  (j) Pension or annuity payrolls. 6 years.
  (k) Pension paychecks. 3 years.
  (l)  Employee  individual  earningrecords. 6  years  after   termination of 
employment.

   History: 1979 AC; 1980 AACS. 



R 460.2558    Assignments, attachments, and garnishments; retention period.
  Rule 58.  Records  of  assignments,  attachments,  and   garnishments    of 
employee salaries, including files of  notices  pertaining  thereto,  may  be 
destroyed  at option. Minors' salary releases may also be destroyed at option.

  History: 1979 AC; 1980 AACS.



R 460.2559    Personnel records; retention periods.
  Rule 59. The following personnel  records  shall  be  retained   for    the 
periods listed:
  (a) Employee service records,length of service,  and  other  pertinentdata.
3 years after termination of employment.
  (b)    Applications      for      employment,requests      for      medical 
examination,medical examiner's report,  photographsand  other  identification
 records,   andother  miscellaneous  records  pertainingto  the   hiring   of 
employees. Destroy at option.

  History: 1979 AC; 1980 AACS.



R 460.2560    Welfare and pension records; retention periods.
  Rule 60. The  following  employee  welfare  and  pension   records    shall 
be retained for the periods listed:
  (a)   Records   pertaining   to   employeerecreational,    educational, and 
hospitalbenefits,  accident  prevention,  andsimilar  activities. Destroy
 at option.
  (b)   Detailed   records    that    showcomputations    of     accruals for 
pensionliabilities. 25 years.

  History: 1979 AC; 1980 AACS.



R 460.2561    Instructions; retention periods.
  Rule 61. The  following  instructions  to  employees  and   others    shall 
be retained for the periods listed:
  (a) Bulletins or memoranda ofgeneral instructions issued by   the   company 
to   employees     which      pertainto      changes      in      accounting, 
engineering,operating, maintenance,  and   constructionpolicies.  10    years 
after   expiration   or supersession.
  (b) Bulletins or memoranda ofgeneral instructions  issued   by   thecompany 
to employees which pertain toaccounting, engineering,  operating,maintenance, 
and construction methodsand procedures. Destroy at  option  after  expiration
 or supersession.
  (c)  Notices  to  employees  on    mattersof    discipline,     department, 
and othersimilar subjects. Destroy at option.

  History: 1979 AC; 1980 AACS.



R 460.2562    Organization diagrams and charts; retention period.
  Rule 62. Organization diagrams and charts may be destroyed at option.
 Purchase and store records

  History: 1979 AC; 1980 AACS.



R 460.2563    Purchase records; retention periods.
  Rule 63. The following purchase  records  shall  be  retained    for    the 
periods listed:
  (a)  Advices  or  requisitions  fromstorekeepers  and  others    for    the 
purchaseof materials, supplies, or services. Destroy at option.
  (b)  Bids  received  from  vendors  inconnection  with  the   purchase   of 
materialsand supplies. 3 years.
  (c)   Purchasing    department     copies     ofpurchase     orders     and 
specifications ofmaterials ordered. 3 years.
  (d) Contracts for the purchase ofmaterials  and   supplies:(i)    Contracts 
for materials useddirectly in construction. 6 years. (See rule 22(b)(i)).
  (ii) Contracts for other materials. 6 years. (See rule 22(b)(ii)).
  (e)  Purchasing  department  copiesof  invoices    for    materials     and 
supplies.(See rule 24(l)(b) for original invoices). Destroy at option.
  (f) Registers or similar records ofinvoices. 3 years.
  (g) Price records or indexes ofpurchases. Destroy at option.
  (h) Advices from vendors thatacknowledge receipt of  orders    formaterials 
and supplies,  notices  ofshipment,  packing  slips,  and   copiesof   bills
 of lading Destroy at option.
  (i) Receipts or delivery ticketsissued for materials  and  suppliesreceived 
in installments and subse-quently  surrendered  with,  and   in    supportof, 
invoices or bills that cover completepurchases. Destroy at option.
  (j) Demurrage or car records thatshow periods  that  freight    cars    are 
heldon company sidings. Destroy at option.
  (k) Copies of notices to  vendors  formaterials  and   supplies    returned 
for creditand repair. Destroy at option.
  (l) Lists or records  of  invoicestransmitted  to  or  from   storekeepers.
Destroy at option.
  (m)  Records  and  reports  used  forchecking   and    tracing    materials 
andsupplies covered by invoices providedfor in subdivision (e) of this  rule.
Destroy  at option.

  History: 1979 AC; 1980 AACS.



R 460.2564    Material ledgers; retention periods.
  Rule 64. The following material ledger records shall  be    retained    for 
the periods listed:
  (a) Ledger   sheets   and   card   records   ofmaterials    and    supplies 
received, issued,and on hand. See rule 22 (b).
  (b) Statements of materials and supplies  on  hand,  per   ledger.  Destroy 
at option after completion of annual audit by independent accountants.

  History: 1979 AC; 1980 AACS.



R 460.2565    Records  of  materials  and  supplies  received   and   issued; 
retention periods.
  Rule 65. The following records  of  materials  and  supplies  received  and 
issued shall be retained for the periods listed:
  (a)  Records  and  reports  that  pertainto  the  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  that  show  the  detailed    distribution    of     materials 
and suppliesissued during accounting periods. See rule 22(b).
  (d)  Material  disbursement   tickets   that    show    quantities,    unit 
prices,and accounts to  be  charged  formaterials   and    supplies    issued 
forstores  for use. See rule 22(b).
  (e) Materials returned credit slipswhich show details of  materialsreturned 
to stock. See rule 22(b).
  (f) Requisitions and receipts  for   materials   and    supplies    issued, 
withthe details of the issues set forth in the material disbursement tickets.
Destroy at option.
  (g) Records  and  reports  of  materialsand  supplies   transferred    from 
one department, storeroom, or region to another. Destroy at option.
  (h) Records  and  reports  of  materials  recovered   and    returned    to 
stock iftranscribed to records  covered  bysubdivision  (c)  of  this   rule.
Destroy  at option.
  (i) Records and reports of materials and supplies   to    individuals    or 
gangs ofemployees to be accounted  for  when  usedor   returned   to   stock.
Destroy  at option after being accounted for.
  (j) Minor records and reports that pertain to materials  and  supplieswhich 
do not  involve  costs  or   finaldisposition,   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 the  purchasing  department.
Destroy at option.

  History: 1979 AC; 1980 AACS.



R 460.2566    Records of  sales  of  scrap  and  materials   and    supplies; 
retention periods.
  Rule 66. The following records  of  sales  of  scrap  and   materials   and 
supplies shall be retained for the periods listed:
  (a) Authorizations for the sale of scrapand materials and supplies. 3 years.
  (b) Contracts for the sale of scrap andmaterials and supplies. 3 years.
  (c)  Memoranda  pertaining  to  the  sale  of    scrap    and     materials 
and supplies. Destroy at option.

  History: 1979 AC; 1980 AACS.



R 460.2567    Inventories of materials and supplies; retention periods.
  Rule 67. The following inventory  records  shall  be  retained   for    the 
periods listed:
  (a) General inventories of  materials   and   supplies   on    hand    with 
records ofadjustments of accounts  required  tobring  store   records    into 
agreementwith physical inventories. Destroy at  option  after  completion  of 
annual  audit  by independent accountants.
  (b) Stock cards,  inventory  cards,  and  other  detailed   records    that 
pertainto the taking of inventories if abstractedinto records   covered    by 
subdivision
  (a) of this rule. Destroy at option.
  (c) Minor inventories  of  materialsand   supplies   on   hand    if    not 
reflected inadjustments of accounts. Destroy at option.
 Operations records

  History: 1979 AC; 1980 AACS.



R 460.2568    Electricity production records; retention periods.
  Rule 68. The following electricity production records shall   be   retained 
for the periods listed:
  (a)  Boiler  room,  condenser  room,  turbine  room,   and    pump     room 
logs,including supporting data. 3 years.
  (b)  Boiler  room  and  turbine   room   reports    of     equipment     in 
service andperformance. 3 years.
  (c) Boiler-tube failure report. 3 years.
  (d) Generation and output logs with supporting data. 6 years.
  (e) Station and system  generation   reports. 25   years,    except    that 
those relating to licensed projects, or additions or betterments thereto, for 
which the commission has not determined the actual legitimate original  cost, 
shall be retained 25 years and until such cost has been determined.
  (f) Generating high-tension and low-tension load records. 3 years.
  (g)  Oil and waste reports. 3 years.
  (h) Load curves, temperature logs,and coal and water logs. 3 years.
  (i)  Gage-reading  reports.  2  years,  except   that    river-flow    data 
collectedin connection  with  hydro-operation  shall  beretained   for    the 
life  of  the corporation.
  (j)  Recording  instrument  charts. 1  year,  except   that    where    the 
basic chartinformation is transferred to another record,the    charts    need 
only  be retained for 6months if the record that contains the  basicdata   is 
retained for 1 year.
  (k) Load dispatcher's and station permits. 1  year,  except   that    where 
the basic chartinformation is transferred to another record,the  charts  need 
only be retained for 6 months if the  record  that   contains    the    basic 
data  is retained for 1 year.

  History: 1979 AC; 1980 AACS.



R 460.2568a   Gas production records; retention periods.
  Rule 68a. The following gas production records shall  be    retained    for 
the periods listed:
  (a) Boiler and gas machine logs, including supporting data. 3 years.
  (b) Gas generation and output logswith supporting data. 6 years.
  (c) Temperature and atmosphericpressure logs. 3 years.
  (d) Coal, coke, and oil reports. 3 years.
  (e) Residual reports. 3 years.
  (f) Recording instrument charts,such as pressure (static or  differ-ential, 
or both), temperature, specificgravity, and heating value. 1  year,    except 
that where the basic chart information  is  transferred  to  another  record,
 the charts need only be retained for 6 months if the  record  that  contains
 the basic data is retained for 1 year.
  (g) Tests of heating value at stationsand outlying points. 6 years.
  (h) Records of gas produced, gassent out, gas purchased, and holder  stock.
6 years.
  (i)   Analysis   of   gas   produced   andpurchased,   including    Btu and 
sulphurcontent. 6 years.
  (j) Records of general inspection andoperating tests. 3 years.
  (k)  Well  records,  including   cleaning,bailing,    shooting,     records 
and rockpressure, open flow, production, and gasanalysis  reports.  1    year 
after the field is abandoned.
  (l) Gasoline production. 6 years.
  (m) Gas production by county. Destroy at option.
  (n) Gas measuring records. 1 year.
  (o) Tool record. 3 years.
  (p) Royalty record. 6 years.
  (q) Records of meter tests. Until superseding test, but  not  less  than  2 
years.
  (r) Meter history records. For the life of the meter.

  History: 1979 AC; 1980 AACS.



R 460.2568b    Water  supply  purification  and  pumping  records;  retention 
periods.
  Rule 68b. The following water supply  purification  and   pumping   records 
shall be retained for the periods listed:
  (a) Records of water supplied todistribution system, by sources.  15  years 
or 3 years after the source is abandoned, whichever is shorter.
  (b) Boiler room, condenser  room,  turbine  room,  and  pump   room   logs, 
including supporting data. 3 years.
  (c)  Boiler  room  and  turbine   room   reports    of     equipment     in 
service andperformance. 3 years.
  (d) Equipment failure report. 3 years.
  (e) Pumping output logs with supporting data. 3 years.
  (f) Station output reports. 25 years.
  (g) Oil and waste reports. 3 years.
  (h) Coal and water logs. 3 years.
  (i) Gage-reading reports. 3 years.
  (j) Recording instrument charts. 3 years.

  History: 1979 AC; 1980 AACS.



R 460.2569     Electricity   transmission    and    distribution     records; 
retention periods.
  Rule 69.  The  following  electricity   transmission    and    distribution 
records shall be retained for the periods listed:
  (a) Substation and transmission line logs. 3 years.
  (b) System operator's daily logs and reports of operation. 3 years.
  (c) Storage battery and other equipment logs and records. 3 years.
  (d) Interruption logs and reports. 6 years.
  (e) Records of substation general inspections and operation tests. 3 years.
  (f) Apparatus failure reports. 3 years.
  (g) Line-trouble reports and records. 3 years.
  (h) Lightning and storm data. 3 years.
  (i) Insulator test records. 3 years.
  (j) Reports on inspections andrepairs of all street openings. 6 years.
  (k) Records of meter tests. Until superseding test,  but  not   less   than 
2years or as may be necessary to   complywith   service    rules    regarding 
refunds  on fastmeters.
  (1) Meter shop reports  (monthlyreports  summarizing  tests  and  repairs).
3 years.
  (m) Meter history records. For the life  of  the  meter  or  as   may    be 
necessary to comply with service rules regarding refunds on fast meters.
  (n) Transformer history records. For the life of the transformer.
  (o) Records of transformer inspectionsand oil tests. Destroy at option.
  (p) Pole, tower, structure, equipment,and other history records.Note:  Life 
or mortality study datafor depreciation purposes shall beretained  for    the 
life of the corporation. For the life of the equipment.

  History: 1979 AC; 1980 AACS.



R 460.2569a   Gas transmission and distribution records; retention periods.
  Rule 69a. The following gas transmission and distribution  records    shall 
be retained for the periods listed:
  (a) Transmission line logs. 3 years.
  (b)  Transmission   and   distribution    department    load    dispatching 
operating logs. 3 years.
  (c) Service interruption logs and reports. 6 years.
  (d) Records of general inspections andoperating tests. 3 years.
  (e) Reports on inspections and repairsof all street openings. 6 years.
  (f) Apparatus failure reports. 6 years.
  (g) Records of meter tests. Until superseding test,  but  not   less   than 
2years or as may be necessary to comply with service rules regarding  refunds 
on fast meters.
  (h) Meter history records. For the life of the meter.
  (i) Meter shop reports  (monthlyreports  summarizing  tests  and  repairs).
3 years.
  (j) Gas measuring records. 1 year.
  (k) Transmission line operating reports. 3 years.
  (l) Compressor operation and reports. 3 years.
  (m) Gas pressure department reports. 3 years.
  (n)  Recording  instrument  charts,such   as    pressure    (static     and 
differential), temperature, specific gravity,  andheating  value.   1   year, 
except  that  where charts  are  exchanged  with  the  customer    and    the 
basic  information  is transferred to another record, the charts need only be 
retained for 6  months if the record that contains the basic  chart  data  is 
retained for 1 year.

  History: 1979 AC; 1980 AACS.



R 460.2569b   Rescinded

  History: 1979 AC; 1980 AACS; 1998-2000 AACS.


R 460.2570    Customer service records; retention periods.
  Rule 70. The following customer service records shall be    retained    for 
the periods listed:
  (a) Reports of inspections of customer premises. 2 years.
  (b) Records and reports of customer service complaints. 2 years.
  (c)  Surveys  of  customer  premises   to   determine    the    type     of 
service andequipment to be installed. Destroy at option.
  (d) Records of installed customer appliances. Destroy at option.

  History: 1979 AC; 1980 AACS.



R 460.2571     Records  of  operations  other  than    utility    operations; 
retention period.
  Rule 71. Records of  operations  other  than  utility   operations    shall 
be retained for the same periods as those prescribed  in  these   rules   for 
similar records that pertain to utility operations.
 Statistics

  History: 1979 AC; 1980 AACS.



R 460.2572    Statistics; retention periods.
  Rule 72. The following  statistical  records  shall  be  retained  for  the 
periods listed:
  (a)  Annual  financial,  operating,  andstatistical    reports    regularly 
prepared inthe course of business  for  internaladministrative  or  operating 
purposes(and not  used  as  the  basis  for  entries  tothe    accounts    of 
the   companies concerned)to show the results of operations andthe  financial 
condition of the utility. 10 years after date of report.
  (b)  Quarterly,  monthly,  or    otherperiodic    financial,     operating, 
and otherstatistical reports as above. 2 years.
  (c)  All  other  statistical  reportsnot  covered  elsewhere    in    these 
ruleswhich are prepared for internaladministrative or operating  purposesonly 
and  which are not used as the basisfor entries  to  the  accounts   of   the 
company. Destroy at option.

  History: 1979 AC; 1980 AACS.



R 460.2573    Stockholder records; retention periods.
  Rule 73. The following  stockholder  records  shall  be  retained  for  the 
periods listed:
  (a) Annual reports or statements tostockholders. Life of the corporation.
  (b)  Written  acknowledgments  of  receipts  of  reports  to   stockholders 
andwritten requests for copies of such reports. Destroy at option.

  History: 1979 AC; 1980 AACS.



R 460.2574     State   and   federal    regulatory    commission     records; 
retention periods.
  Rule 74. The following state  and  federal  regulatory  commission  records 
shall be retained for the periods listed:
  (a)  Annual  financial,  operating,  and  statistical  reports.  Life    of 
the corporation.
  (b)   Monthly   and   quarterly   reports    of     operating     revenues, 
expenses, andstatistics. 2 years after current year.
  (c)  Special  or  periodic  reportson  the    following    subjects:    (i) 
Transactions with associatedcompanies. 6 years.
  (ii) Budgets of expenditures. 3 years.
  (iii) Accidents. 6 years.
  (iv) Employees and wages. 5 years.
  (v) Loans to officers and employees. 3 years after fully paid.
  (vi) Issues of securities. See rules 13(c) and 14.
  (vii) Purchases and sales, utilityproperties. Life of the corporation.
  (viii) Plant changes - units addedand retired. Life of the corporation.
  (ix) Service interruptions. 6 years.

  History: 1979 AC; 1980 AACS.



R 460.2575    Miscellaneous statistical records ; retention period.
  Rule 75. Miscellaneous statistical reports, statements,    and    summaries 
not covered elsewhere in these rules which are  prepared  for  administrative
 or operating purposes only and which are not used as the basis  for  entries
 to the accounts of the utility may be destroyed at option.

  History: 1979 AC; 1980 AACS.



R 460.2576    Tabulating cards; retention period.
  Rule 76. If statistical results are transcribed to other  records   covered 
by these rules, tabulating cards used only in the compilation  of  statistics 
may be destroyed at option after appropriate summaries have been  made   (see 
rule 31).
 Miscellaneous records

  History: 1979 AC; 1980 AACS.



R 460.2577    Maintenance records; retention periods.
  Rule 77. The following  maintenance  records  shall  be  retained  for  the 
periods listed:
  (a) Authorizations for expenditures for  maintenance  work  to  be  covered 
bywork orders, including memoranda thatshow the  estimates  of  costs  to  be 
incurred. 6 years.
  (b) Work order sheets to  which  are  posted,  in  detail,   the    entries 
forlabor, material, and other charges in  connection  with  maintenance   and 
otherwork pertaining to utility operations. 6 years.
  (c) Summaries of expenditures on maintenance and job  orders  andclearances 
to operating and otheraccounts, exclusive of plant accounts. 6 years.

  History: 1979 AC; 1980 AACS.



R 460.2578    Budgets and other forecast records; retention period.
  Rule 78. Budgets and  other  forecast   records   of    estimated    future 
income, receipts,  and   expenditures   in   connection    with    financing, 
construction,  operations,  acquisitions,  disposals  of    properties,    or 
investments  by  the company and its associate companies, including revisions
 of  such  estimates and memoranda that show reasons  for   the    revisions, 
that  are  prepared  for internal administrative  or    operating    purposes 
and  records  that  show   a  comparison  of  actual  income,  receipts,  and 
expenditures with estimates  shall be retained for a period of 3 years.

  History: 1979 AC; 1980 AACS.



R 460.2579    Injury and damage records; retention periods.
  Rule 79. The following injury and damage records shall be   retained    for 
the periods listed:
  (a) Claim registers,  card  or  book   indexes,   and    similar    records 
relatedto  claims  presented  against  thecompany    in    connection    with 
accidentsthat  result in damage to the  propertyof   others    or    personal 
injuries. 2  years  after settlement.
  (b) Papers, reports, and statements  of witnesses  that    are    necessary 
tothe support or rejection of individualclaims against the company. 2   years 
after settlement.
  (c)  Other  papers,  reports,   or   statements     that     pertain     to 
accidentswhich result in property damages orpersonal injuries that  are   not 
necessaryto  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 damage. 2 years after settlement.

  History: 1979 AC; 1980 AACS.



R 460.2580    Correspondence records; retention periods.
  Rule 80. The following correspondence records  shall  be    retained    for 
the periods listed:
  (a) Correspondence and indexes thereto that  relate  to  offices  coveredby 
other rules. For the period prescribed as may  be  permitted  for  items   to 
which correspondence relates.
  (b)    Stenographer     notebooks     and     dictaphone      or      other 
mechanicaldevice records. Destroy at option.
  (c) Mailing lists of prospects for appliance sales and securities.  Destroy 
at option.

  History: 1979 AC; 1980 AACS.



R 460.2581    Miscellaneous records; retention periods.
  Rule 81. The following miscellaneous  records  shall  be    retained    for 
the periods listed:
  (a)  Copies  of  advertisements  by  the  company  on  behalf   of   itself 
or anyassociate     company     in      newspapers,magazines,       and other 
publications,including  records  thereof,    except     foradvertising     of 
products, appliances,employment  opportunities,  services,territory,  routine 
notices, and invitations for bids for  securities,  all  of  which   may   be 
destroyed  at option. 6 years.
  (b)  Receipts  and  records  thatpertain  to  the  delivery   of   articles 
toemployees, such as badges, keys,  andmaterial  receipt  books.  Destroy  at 
option.
  (c)  Records  of  building  space  occupiedby   various   departments    of 
the utility. Destroy at option.
  (d) Indexes of forms used by thecompany. Destroy at option.
  (e)  Transmittal   lists   of   formsused   for   indicating   papers   and 
recordsforwarded  from  one  department  toanother,  if  such  lists  do  not 
containdata affecting the accounts of thecompany. Destroy at option.

  History: 1979 AC; 1980 AACS.
 


R 460.2582    Records of predecessors and former associates; retention period.
  Rule 82. Records  of  predecessors  and  former   associates    shall    be 
retained 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 the  fulfillment  of  any  unsatisfied 
regulatory requirement, such as any of the following:
  (a)    Approval  and  recording  of  accounting    adjustments    resulting 
from reclassification  and  original  cost  studies   and    acceptance    of 
property acquisition journal entries.
  (b)   Cost, depreciation reserve, and amortization  reserve  determinations 
for licensed projects.
  (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.
  
  History: 1979 AC; 1980 AACS.