Appendix A to Part =
379
SCHEDULE OF RECORDS AND PERIODS OF=20
RETENTION
Item and category of records
Retention period
A. CORPORATE AND =
GENERAL
1.
Incorporation and reorganization:
(a) Charter or certificate of incorporation and =
amendments
Note A.
(b) Legal documents related to mergers, consolidations, =
reorganization,=20
receiverships and similar actions which affect the identity or=20
organization of the company.
Note A.
2.
Minutes of Directors, Executive Committees, Stockholders and =
other=20
corporate meetings
Note A.
3.
Titles, franchises and authorities:
(a) Certificates of public convenience and necessity issued by=20
regulating bodies
Until expiration or cancellation.
(b) Operating authorizations and exemptions to operate
Until expiration or cancellation.
(c) Copies of formal orders of regulatory bodies served upon =
the=20
company
Note A.
(d) Deeds, charters, and other title papers
Until disposition of property.
(e) Patents and patent records
Note A.
4.
Annual reports or statement to stockholders
3 years.
5.
Contracts and agreements:
(a) Service contracts, such as for operational management, =
accounting,=20
financial or legal services, and agreements with agents.
Until expiration or termination plus 3 years.
(b) Contracts and other agreements relating to the =
construction,=20
acquisition or sale of real property and equipment except as =
otherwise=20
provided in (a) above.
Until expiration or termination plus 3 years.
(c) Contracts for the purchase or sale of material and supplies =
except=20
as provided in (a) above.
Until expiration.
(d) Shipping contracts for transportation or caretakers of=20
freight
Until expiration.
(e) Contracts with employees and employee bargaining =
groups
Until expiration.
(f) Contracts, leases and agreements, not specifically provided =
for in=20
this section
Until expiration or termination plus 1 year.
6.
Accountant=92s auditor=92s, and inspector=92s reports:
(a) Certifications and reports of examinations and audits =
conducted by=20
public accountants
3 years.
(b) Reports of examinations and audits conducted by internal =
auditors,=20
time inspectors, and others
3 years.
7.
Other:
Note A.
1.
Capital stock records:
(a) Capital stock ledger
Note A.
(b) Capital stock certificates, records of or stubs of
Note A.
(c) Stock transfer register
Note A.
2.
Long=96term debt records:
(a) Bond indentures, underwritings, mortgages, and other =
long=96term=20
credit agreements
Until redemption plus 3 years.
(b) Registered bonds and debenture ledgers
Until redemption plus 3 years.
(c) Stubs or similar records of bonds or other long=96term debt =
issued
Note A.
3.
Authorizations from regulatory bodies for issuance of =
securities=20
including applications, reports, and supporting=20
papers
Note A.
4.
Records of securities owned, in treasury, or held by =
custodians,=20
detailed ledgers and journals, or their=20
equivalent
Until the securities are sold, redeemed or otherwise disposed=20
of.
5.
Other:
Note A.
C. FINANCIAL AND =
ACCOUNTING
1.
Ledgers:
(a) General and subsidiary ledgers with indexes
Until discontinuance of use plus 3 years.
(b) Balance sheets and trial balance sheets of general and =
subsidiary=20
ledgers
3 years.
2.
Journals:
(a) General journals
Until discontinuance of use plus 3 years.
(b) Subsidiary journals and any supporting data, except as =
otherwise=20
provided for, necessary to explain journal=20
entries
3 years.
3.
Cash books:
(a) General cash books
Until discontinuance of use plus 3 years.
(b) Subsidiary cash books
3 years.
4.
Vouchers:
(a) Voucher registers, indexes, or equivalent
3 years.
(b) Paid and canceled vouchers, expenditure authorizations, =
detailed=20
distribution sheets and other supporting data including original =
bills and=20
invoices, if not provided for elsewhere.
3 years.
(c) Paid drafts, paid checks, and receipts for cash paid =
out
3 years.
5.
Accounts receivable:
(a) Record or register of accounts receivable, indexes thereto, =
and=20
summaries of distribution
3 years after settlement.
(b) Bills issued for collection and supporting data
3 years after settlement.
(c) Authorization for writing off receivables
1 year.
(d) Reports and statements showing age and status of =
receivables
1 year.
6.
Records of accounting codes and instructions
3 years after discontinuance.
7.
Other:
Note A.
D. PROPERTY AND =
EQUIPMENT
NOTE: All accounts, records, and memoranda necessary for =
making=20
a complete analysis of the cost or value of property shall be =
retained for=20
the periods shown. If any of the records elsewhere provided for in =
this=20
schedule are of this character, they shall be retained for the =
periods=20
shown below, regardless of any lesser retention period=20
assigned.
1.
Property records:
(a) Records which maintain complete information on cost or =
other value=20
of all real and personal property or=20
equipment.
3 years after disposition of property.
(b) Records of additions and betterments made to property and=20
equipment
3 years after disposition of property.
(c) Records pertaining to retirements and replacements of =
property and=20
equipment
3 years after disposition of property.
(d) Records pertaining to depreciation
3 years after disposition of property.
(e) Records of equipment number changes
3 years after disposition of property.
(f) Records of motor and engine changes
3 years after disposition of property.
(g) Records of equipment lightweighed and=20
stenciled
Only current or latest records.
2.
Engineering records of property changes actually made
3 years after disposition of property.
3.
Other:
Note A.
E. PERSONNEL AND =
PAYROLL
1.
Personnel and payroll records
1 year.
F. INSURANCE AND =
CLAIMS
1.
Insurance records:
(a) Schedules of insurance against fire, storms, and other =
hazards and=20
records of premium payments
Until expiration plus 1 year.
(b) Records of losses and recoveries from insurance companies =
and=20
supporting papers
1 year after settlement.
(c) Insurance policies
Until expiration of coverage plus 1 year.
2.
Claims records:
(a) Claim registers, card or book indexes, and other records =
which=20
record personal injury, fire and other claims against the company, =
together with all supporting =
data.
1 year after settlement
(b) Claims registers, card or book indexes, and other records =
which=20
record overcharges, damages, and other claims filed by the company =
against=20
others together with all supporting data.
1 year after settlement
(c) Records giving the details of authorities issued to agents, =
carriers, and others for participation in freight=20
claims
3 years.
(d) Reports, statements and other data pertaining to personal =
injuries=20
or damage to property when not necessary to support claims or=20
vouchers.
3 years.
(e) Reports, statements, tracers, and other data pertaining to=20
unclaimed, over, short, damaged, and refused freight, when not =
necessary=20
to support claims or vouchers.
1 year.
(f) Authorities for disposal of unclaimed, damaged and refused=20
freight
3 years.
3.
Other:
Note A.
H. PURCHASES AND =
STORES
1.
Purchases and stores.
Note A.
I. SHIPPING AND AGENCY=20
DOCUMENTS
1.
Bills of lading and releases:
(a) Consignors=92 shipping orders, consignors=92 shipping =
tickets, and=20
copies of bills of lading, freight bills from other carriers and =
other=20
similar documents furnished the carrier for movement of=20
freight.
1 year.
(b) Shippers=92 order=96to=96notify bills of lading taken up =
and=20
cancelled.
1 year.
2.
Freight waybills:
(a) Local waybills
1 year.
(b) Interline waybills received from and made to other =
carriers
1 year.
(c) Company freight waybills
1 year.
(d) Express waybills
1 year.
3.
Freight bills and settlements:
(a) Paid copy of freight bill retained to support receipt of =
freight=20
charges:
(1) Bus express freight =
bills=20
provided no claim has been filed
1 year.
(2) All =
other=20
freight bills
1 year.
(b) Paid copy of freight bill retained to support payment of =
freight=20
charges to other carriers:
(1) Bus express freight =
bills=20
provided no claim has been filed
1 year.
(2) All other freight=20
bills
1 year.
(c) Records of unsettled freight bills and supporting =
papers
1 year after disposition.
(d) Records and reports of correction notices
1 year.
4.
Other freight records:
(a) Records of freight received, forwarded, and =
delivered
1 year.
(b) Notice to consignees of arrival of freight, tender of=20
delivery
1 year.
5.
Agency records (to include conductors, pursers, stewards, and=20
others):
(a) Cash books
1 year.
(b) Remittance records, bank deposit slips and supporting =
papers
1 year.
(c) Balance sheets and supporting papers
1 year.
(d) Statements of corrections in agents=92 accounts
1 year.
(e) Other records and reports pertaining to ticket sales, =
baggage=20
handled, miscellaneous collections, refunds, adjustments,=20
etc.
1 year.
1.
Records pertaining to transportation of household =
goods:
(a) Estimate of charges
1 year.
(b) Order for service
1 year.
(c) Vehicle=96load manifest
1 year.
(d) Descriptive inventory
1 year.
2.
Records and reports pertaining to operation of marine and =
floating=20
equipment:
(a) Ship log
3 years.
(b) Ship articles
3 years.
(c) Passenger and room list
3 years.
(d) Floatmen=92s barge, lighter, =
and escrow=20
captain=92s reports, demurrage records, towing reports and checks=20
sheets
2 years.
3.
Dispatchers=92 sheets, registers, and other records pertaining =
to=20
movement of transportation equipment
3 years.
4.
Import and export records including bonded freight and =
steamship=20
engagements
2 years.
5.
Records, reports, orders and tickets pertaining to weighting of =
freight
3 years.
6.
Records of loading and unloading of transportation =
equipment
2 years.
7.
Records pertaining to the diversion or reconsignment of freight, including =
requests, tracers,=20
and correspondence
2 years.
8.
Other:
Note A.
K. SUPPORTING DATA FOR REPORTS AND=20
STATISTICS
1.
Supporting data for reports filed with the =
Federal=20
Motor Carrier Safety Administration, the Surface Transportation =
Board, the=20
Department of Transportation=92s Bureau of Transportation =
Statistics and=20
regulatory bodies:
(a) Supporting data for annual financial, operating and =
statistical=20
reports
3 years.
(b) Supporting data for periodical reports of operating =
revenues,=20
expenses, and income
3 years.
(c) Supporting data for reports detailing use of proceeds from =
issuance=20
or sale of company securities
3 years.
(d) Supporting data for valuation inventory =
reports and=20
records. This includes related notes, maps and sketches, =
underlying=20
engineering, land, and accounting reports, pricing schedules, =
summary or=20
collection sheets, yearly reports of changes and other =
miscellaneous data,=20
all relating to the valuation of the company=92s property by the =
Federal=20
Motor Carrier Safety Administration, the Surface Transportation =
Board, the=20
Department of Transportation=92s Bureau of Transportation =
Statistics or=20
other regulatory body.
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3 years after disposition of the property.
2.
Supporting data for periodical reports of accidents, =
inspections,=20
tests, hours of service, repairs, =
etc.
3 years.
3.
Supporting data for periodical statistics of operating results =
or=20
performance by tonnage, mileage, passengers carried, piggyback =
traffic,=20
commodities, costs, analyses of increases and decreases, or=20
otherwise.
3 years.
1.
Index of records
Until revised as record structure changes.
2.
Statement listing records prematurely destroyed or =
lost
For the remainder of the period as prescribed for records=20
destroyed.
NOTE A: Records referenced to this note shall be maintained as =
determined by the designated records supervisory official. Companies =
should be=20
mindful of the record retention requirements of the Internal Revenue =
Service,=20
Securities and Exchange Commission, state and local jurisdictions and =
other=20
regulatory agencies. Companies shall exercise reasonable care in =
choosing=20
retention periods, and the choice of retention periods shall reflect =
past=20
experiences, company needs, pending litigation, and regulatory =
requirements.
[66 FR 49871, Oct. 1,=20
2001]