ML20100H635

Rev 0-00 to Procedure 1000-POL-1210.02, Gpu Nuclear Records Retention Policy

ML20100H635
Person / Time
Site:	Crane
Issue date:	08/29/1984
From:	GENERAL PUBLIC UTILITIES CORP.
To:
Shared Package
ML20100H632	List: ML20100H629 ML20100H635
References
1000-POL-1210.2, NUDOCS 8412100054
Download: ML20100H635 (34)

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.

I Nuclear GPU Nuclear Corporate Poucy and Procedure Manuai iOOC.Pa-izi0.02 Title Revision No.

GPU Nuclear Records Retention Policy 0-00 Apphcabekty/ Scope Responsible Office Admin GPUNC-Wide Applicability 7

This document is important to safety 0Yes[No Effective Date August 29, 1984 List of Effective Pages 1

M Revision M

Revision 1.0 0-00 2.0 0-00 El-15 0-00 3.0 0-00 El-16 0-00 4.0 0-00 El-17 0-00 El-1 0-00 El-18 0-00 i

El-2 0-00 El-19 0-00 El-3 0-00 El-20 0-00 El-4 0-00 El-21 0-00 El-5 0-00 El-22 0-00 El-6 0-00 El-23 0-00 El-7 0-00 El-24 0-00 El-8 0-00 El-25 0-00 I

El-9 0-00 El-26 0-00 El-10 0-00 El-27 0-00 El-11 0-00 El-28 0-00 l

El-12 0-00 El-29 0-00 El-13 0-00 El-30 CONTh-00LLED DISTRIBUT El-14 0-00 DOCUMENT SERIAL NUMBER 8 Signature Concurring Organizational Element Date onginator W M~

Administration

/G/b d[Tr Md' Director - Fiscal & Info. Mgmt.

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Concurred by

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Office of the Director - THI-2

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Vice President - Communications 4/22/8I

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Vice President - Maintenance / Cons <:. #2//#f f/J/EE

/s/

Vice President - Nuclear Assuranc e

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Vice President - Oyster Creek 7/4/F/

/s/

Vice President - Rad /Env Controls 5J/2_9/72/-

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Vice President - Tech. Functions YJ///

/s/

Vice President - THI-1 664/f[

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/7/), /S/ ff[) f Ofrector - Human Resources

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W$h/h_

Legal WSfEY

[M_M 2"I Vice President - Administration

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• 8412100054 841203 l

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GPU Nuclear Corporate Number Nuclear Policy and Procedure Manual 1000-POL-1210.02

~

Title Revision No.

GPU Nuclear Records Retention Policy 0-00 1.0 PURPOSE 1.1 The purpose of this policy is to ensure unifom records reten-tion practices for all GPUNC generated mcords. Records will be reviewed on the time frames indicated (Exhibit I) for possible destruction or subsequent additional retention.

2.0 APPLICABILITY / SCOPE 2.1 This policy has GPUNC-wide applicability.

2.2 Nothing in this document shall conflict with applicable laws, rules, licenses, regulations, pemits, orders and decisions of courts and regulatory agencies.

2.3 This policy will be implemented utilizing appropriate site / division implementing procedures.

2.4 This policy is applicable for all GPUNC related documents including those documents originated by GPUSC and contractors.

l 4

2.5 Until further notice, no records related to the TMI-2 accident should be discarded, with particular emphasis on the following:

2.5.1 All documents relating to any studies of the possible l

causes of the March 28, 1979 accident.

2.5.2 All documents relating to the events on March 28, 1979.

2.5.3 All documents referring to GPU's communications with the NRC with respect to the licensing of either TMI-1 or TMI-2.

2.5.4 To the extent not included above, all documents produced for review and inspection by counsel in the GPU vs. B&W litigation.

2.5.5 All documents relating to requalification training and certification of TMI-I and TMI-2 Ifcensed personnel and all personnel files for licensed operators at THI-l and TMI-2.

5

2. 5.6 All documents related to Reactor Coolant Leak Rate Testing E

at TMI-1 and TMI-2.

e 5

3.0 DEFINITIONS

j None.

2.0 aoooio w n.s2

4 Number GPU Nuclear Corporate Nuclear Poiicy and Procedure manuai iOOo-P0t-izi0.02 Title Revision No.

GPU Nuclear Records Retention Policy 0-00 4.0 POLICY It is the policy of GPUN Corporation to ensure that records are retained to ensure the regulatory compliance position of GPUNC with respect to

.all appitcable federal, state, local and corporate records management requirements and to protect the technical and business position of the Comparty by preserving pertinent records for the appropriate periods of time.

4.1 All records specified in this policy are to be retained for the time periods indicated.

l 4.2 At the expiration of the indicated retention times, specific l

records will be reviewed for the possibility of destruction.

j Records may be retained for periods longer than specified in this Policy as indicated by prudent business practices and as defined by the appropriate originating department management.

4.3 Records will not be destroyed without the written approval of the applicable department management responsible for the generation of l

these records.

j l

i 1

5.0 RESPONSIBILITIES 5.1 The Adninistration Division, through the local Infonnation Management Centers, is responsible for:

5.1.1 Developing the necessary implementing procedures.

l l

5.1.2 Ensuring that the necessary facilities, storage and I

micrographics, are available to accomplish the overall objectives of this Policy.

5.1.3 Notifying the record generating organization that the retention period has elapsed.

5.2 GPUNC Division management is responsible for:

5.2.1 Ensuring that responsible originating departments r1! view n

their records for retention and identify those scheduled for destruction as prescribed in the policy and local 2

implementing procedures.

5.2.2 Approving the. destruction of records.

l e

^

i s na 3.0

GPU Nuclear Corporate Number Nuclear Policy and Procedure Manual 1000-POL-1210.02 DU Nuclear Records Retention Policy iN

6.0 REFERENCES

6.1 GPUN Records Management Policy,1000-POL-1210.01 6.2 Correspondence, Debevoise & Libeman to W. B. Murray, GPUSC, December 14, 1983: subject: "GPU System Companies Record Retention Requirements TMI-2 Accident."

6.3 GPUSC Records Retention Users Guide (draft).

6.4

" Regulations to Govern the Preservation of Records of Electric, Gas and Water Utilities", April,1974 by National Association of Regulatory Utility Commissioners.

6.5 ANSI NQA 1-1979, Supplement 17S-1, "Suptl eentary Requirements for Quality Assurance Records" and Appendix 17A-1.

6.6 Correspondence, H. M. Graydon, Corporate Secretary GPUSC to Distribution, August 11, 1982:

Subject:

" Preservation of Reco rds."

6.7 ANSI NQA-la-1981, Appendix 17-1, " Guidance on Quality Assurance f!

Reco rds".

l 6.8 10CFR-50 Appendix B, Part 17, " Domestic Licensing of Production and Utilization Facilities".

6.9 NRC Regulatory Guide 1.88, " Collection, Stora and Maintenance of Nuclear Power Plant Quality Assurance Records 6.10 GPUNC Operational QA Plan.

6.11 FERC - 18CFR-125, " Preservation of Records of Public Utilities and Licensees."

6.12 OSHA - 29CFR-1910.96 (m) and (n), " Labor".

6.13 ANSI N45.2.9, " Requirements for Collection, Storage and Maintenance of Quality Assurance Records for Nuclear Power Plants."

l 6.14 10CFR-40.63, " Domestic Licensing of Sourre Material".

l 2

6.15 10CFR-71.91 " Packaging and Transportation of Radioactive Material".

N l

5, 6.16 10CFR-71.135, " Packaging and Transportation of Radioactive Material"

[

6.17 Technical Specifications: TMI-1, TMI-2, Oyster Creek.

C 7.0 ATTACHMENTS 7.1 Exhibit 1 - Records Retention Listing.

4.0 Aoootoso i t.s2

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GPU Nuclear Corporate Number Nuclear Poiicy and Procedure nanuai iOOO-P0t-iai0.02 Title Revision No.

GPU Nuclear Records Retention Policy 0-00 EXHIBIT 1 - RECORDS RETENTION LISTING APPENDIX A -RETAIN FOR LIFETIME OF PLANT GENERIC TYPES OF QA/QC RECORDS (Including but not limited to the following) 1.1.1 Design Records t

l Applicable Codes and Standards Used in Design Design Drawings, Procedures and Manuals l

Design Calculations and Record of Checks Approved Design Change Documents Design Deviations Design Reports, Design Review Reports Design Verification Data Design Specifications and Amendments l

Drawing Control Procedures j

Engineering Surveillance Reports of Field Activity i

QA System Audit Reports l

Safety Analysis Report Stress Reports for Code Items Systems Descriptions Systems Process and Instrumentation Diagrams j

Technical Analysis, Evaluations, and Reports i

1.2.1 Procurement Records i

Approved Waiver Requests l

Audit Report 3 Completed Material Nonconfomance Reports Correspondence Invoked or Clarifying the Procurement Action I

Procurement Specification Purchase Order (Unpriced) Including Amendments / Attachments Purchase Requisitions with Attachments Receipt Inspection Reports 1.3.1 Manufacturing Records All Destructive Test Reports All NDE Reports Including Visual Applicable Code Data Reports As-Built Drawings and Records 2

Certificate of Compliance 3

Certificate of Inspection and Test Personnel Qualification 5

Eddy-Current Examination Procedures and Final Results s

Electrical Control Verification Test Results Ferrite Test Procedure and Results

]

Foming and Binding Procedure Qualifications Heat Treatment Procedures and Records E1 -l

• *o'050 " 82

~

Number Nuclear GPU Nuclear Corporate Policy and Procedure Manual 1000-POL-1210.02 Title Revision No.

GPU Nuclear Records Retention Policy 0-00 Hot Bending Procedure Inspection and Test Instrumentation and Tooling Calibration Procedures and Records Liquid Penetrant Examination Procedure and Final Results Location of Weld Filler Material Magnetic Particle Examination Procedure and Final Results Major Defect Repair Records Material Properties Records Nonconfomance Reports Perfomance Test Procedure and Results Records Pipe and Fitting Location Report Pressure Test Procedure and Results (Hydrostatic or Pneumatic)

Product Equipment Calibration Procedure and Records QA Manuals, Procedures and Instructions QA System Audit Reports Radiograph Procedures and Review Records Raoiographic Film Ultrasonic Examination Procedures and Final Results Welding Materials Control Procedures Welding Procedure Qualifications and Data Reports Work Processing and Sequencing Documents 1.4.1 Installation Construction Records 1.4.1.1 Receiving and Storage i

Nonconfomance Reports Receiving Storage, Packaging Procedures Vendor Quality Assurance Releases 1.4.1.2 Civil Aggregate Test Reports Batch Plant Operation Reports Cement Grab Sample Reports Check-off Sheets for Tendon Installation Concrete Cylinder Test Reports and Charts Concrete Design Mix Reports Concrete Placement Records 5

Inspection Reports for Channel Pressure Tests Material Property Reports on Containment Liner & Accessories Material Property Reports on Metal Containment Shell and

~

5 Accessories 3

Material Property Reports on Steel Piping Material Property Reports on Reinforcing Steel l

Material Property Reports on Reinforcing Steel Splice Sleeve. Materia 1 Material Property Reports on Steel Embedments in Concrete g

Material Property Reports on Structural Steel and Bolting 2

A000105011 82 El-2

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Nuclear cpu uuciear Corporate Dal f r u snA Dem aAnra h nns1 I no n_ D N _191 n n ?

k8htSiOrt NO.

Title t

CP' 5:10:r ":: rd- ":tenti:n P:licy 0-00 J

Material Property Reports on Tendon Fabrication Material l

Mix Water Chemical Analysis Pile Drive Log I

Pile Loading Test Reports i

Procedure for Containments Vessel Pressure Proof Test and I

Leak Rate Tests and Results l

Reinforcing Steel Splice Operator Qualification Reports Releases to Place Concrete Reports for Periodic Tendon Inspection Reports of High-Strength Bolt Torque Testing Slump Test Results Soil Compaction Test Reports User's Tensile Test Reports on Reinforcing Steel and Reinfon:ing Steel Spifces i

1.4.1.3 Welding l

l Ferrite Test Procedures and Results Heat Treatment Procedures and Records Liquid Penetrant Test Procedures and Final Results Magnetic Particle Test Procedures and Final Results Major Weld Repair Procedures and Results Material Property Records l

Radiograph Review Records and Radiographs Radiographic Test Procedures Ultrasonic Test Final Results Weld Location Diagrams Weld Procedures Weld Procedures Qualifications and Results i

Welding Filler Metal Material Reports l

Welding Materials Control Procedures Welding Personnel Qualification I

l 1.4.1.4 Mechanical l

l Cleaning Procedures and Results i

Code Data Reports Construction and Installed Lifting and Handling Equipment j

Procedures, Inspection, and Test Data j

n Documentation of System Check-Off (Logs or Data Sheets)

Erection Procedures for Mechanical Components j

~,

Hydro Test Procedures and Results Lubrication Procedures and Records 3

Material Properties Records j

5 Material Property Test Reports for Thermal Insulation i

y Pipe Hanger and Restraint Data i

4 Pipe and Fitting Location Reports I

3 Pipe and Fitting Material Property Reports Pressure Test Results (Hydrostatic or Pneumatic) l Safety Valve Response Test Procedures and Results A00010501182 El-3

\\

Number Nuclear cpu Nuciear Corporate I

Policy and Procedure Manual 1000-POL-1210.07 Title /

Revision No.

GPU Nuclear Records Retention Policy 0-00 1.4.1.5 Electrical and I and C l

Cable Pulling Tension Data Cable Separation Data Cable Splicing Procedures Cable Terminating Procedures j

Certified Cable Test Reports I

Relay Test Procedures Voltage Breakdown Test Results on Liquid Insulation 1.4.1.6 General I

"As-Built" Drawings and Records I

Final Inspection Reports and Releases Nonconformance Reports l

Specifications and 3rawings ll

1. 5.1 Pre-operational and Startup Test Records Automatic Emergency Power Source Transfer Procedures and i

Results

~

I Final System Adjustment Data Pressure Test Results (Hydrostatic or Pneumatic)

Initial Heatup, Hot Functional, and Cooldown Procedures and Results Initial Plant Loading Data i

Initial Reactor Criticality Test Procedures and Results Instrument AC Systems and Inverters Test Procedures and Records Main and Auxiliary Power Transfonner Test Procedures and Results i

Off-Site Power Source Energizing Procedures and Test Reports On-Site Emergency Power Source Energizing Procedure and i

Test Reports i

Plant Load Ramp Change Data Plant Load Step Change Data Power Transmission Substation Test Procedures and Results Pre-operational Test Procedures and Results i

Primary and Secondary Auxiliary Power Test Procedures and Results 2

Reactor Protection System Tests and Results E

Startup Logs Startup Test Procedures and Results a

y, Station Battery and DC Power Distribution Test Procedures and Reports j

Water Chemistry Report

=

A0001050tt 82 El-4

Number Nuclear GPU Nuclear Corporate Policy and Procedure Manual 1004-POL-1210.02 Title Revisjbn No.

GPU Nuclear Records Retention Policy 0-00 1.6.1 Operational Phase Activity Records l

Abnomal Occurrence Records All Reportable Occurrences Submitted to the NRC Changes Made in the Operating Procedures Control Room Log Books Current Individual Plant Staff Member Qualifications, Experience, Training, and Retraining Records Minutes of Meetings of Plant Safety Consnittees and Company l

Nuclear Review Boards. e.g., PORC, SRG New and Spent Fuel Inventory, Transfers of Fuel, and Assembly l

Histories Nonnal Nuclear Unit Operations, Including Power Levels and i

Periods of Operation at Each Level Off-Site Environmental Monitoring Survey Records Periodic Checks, Inspections and Calibrations Perfomed to Verify that Surveillance Requirements are Being Het l

Plant Radiation and Contamination Survey Records j

Radiation Exposure Records of all All Plant Personnel, and Others Who Enter Radiation Control Areas Radiation Safety Program Reports & Quarterly Recovery Progress j

Radioactivity Levels of Liquid and Gaseous Waste Released to Environment Reactor Cooling System Inservice Inspection Records Records and Drawing Changes Reflecting Facility Design l

Modifications Made to Systems and Equipment Described in l

l the Safety Analysis Report, TER, SD, or Safety Evaluation j

Previously Submitted to the NRC Records and Logs of Principal Maintenance Activities, Inspec-tions, Repair and Replacement of Principal Items of Equipment Related to Nuclear Safety and Radioactive Waste Systems i

Records and Logs

' Radioactive Waste Systems Operations l

l Records of Annual Phsical Inventory of All Sealed Source i

Material of Record Records of Quality Assurance. Activities Required by the Operating Quality Assurance Plan Records of Radioactive Shipments Records of Reviews Perfonned for Changes Made to Procedures or Equipment or Reviews of Tests and Experiments Pursuant to 10 CFR 50.59 l

2 Records of Sealed Source & Fusion Detector Leak Tests & Results Records of Substitution or Replacement of Principal Items of Equipment Pertaining to Nuclear Safety a

~

Records of Surveillance Activities, Inspections and E

Calibrations Required by Technical Specifications

~

Reports on the March 29, 1979 Incident Shift Foremen Log Books t

a Special Reactor Test or Experiment Records 2

Transient or Operational Cycling Records for Those Plant g

Components That Have Been Designed to Operate Safely for a Limited Number of Transients or Operational Cycles A0001050t1 82 El-5

Number ENuclear Geu Nuciear Corporate

~.

Poliev and Procedure Manual 1000-POL-1210.02 i

Tine Revision No.

GPU Wuclear Records Retention Policy 0-00 APPENDIX B GENERIC TYPES OF NON-QA/QC RECORDS (Including but not limited to the following)

DESCRIPTION RETENTION PERIOD t

i I.

CORPORATE AND GENERAL l

1.1.1 Organizational documents:

(a) Titles, franchises, and licenses:

j (1) Deeds and other title 6 years after property is papers (including ab-disposed of unless surren-stracts of title and dered to transferee.

supporting data).

(2) Corporate charters or Life of corporation.

certificates of incor-poration.

(3) Franchises and certi-

Ditto, i

ficates authorizing j

operations as a public utility.

l (4) Licenses (including 25 years af ter plant is retired I

amendments thertof) or expiration of Ifcense, which-l granted by Federal or ever is shorter.

I State authorities for construction and opera-l tion of utility plant.

g (5) Copies of formal orders Life of corporation, of regulatory con-y missions served upon a

E the utility.

~

5,

( b) Permits:

~j (1) Pennits and granted 6 years after expiration or 4

applicatibn for the cancellation.

3 use of facilities of e

others.

A00010$0ft 52 f ? -6 l

Number Nuclear ceu uuciear comorate Pnlicy and Penendure Manual 1000-Pnt-1210_n?

Title Revision No.

rptl hhwimw D_ me n w4 e Datantfan Dn14eu A_nn (2) Copies of pennits and 6 years after expiration or applications granted cancellation others for the use of the utility's facilities.

(3) Applications for the Destroy at option.

use of facilities not granted and copies of such applications.

i (4) Pemits of a temporary Destroy at option.

{

nature for municipali-ties or others to per-fom specific work, such as pennits to open streets.

i (c) GPUNC Organization Plan Life of Corpo ation (d) Organization diagrams and Destroy at option af ter

charts, expiration or supersession.

1.1.2 Contracts and agreements (except contracts provided for elsewhere):

+

(a) Service contracts, such as For If fe of plant, if plant for management, accounting related.

If not, 6 years..

and financial services.

(b) Leases pertaining to Ditto.

rentals of property to or from others.

l l

(c) Contracts and agreements

Ditto, i

with individual employees, I

labor unions, company unions, and other employee organizations relative to wage rates, hours and similar matters.

(d) Contracts, agreements, Oftto.

and/or other essential 2

records necessary to the

?

carrying out of the func-E tions of an employee's a

stock purchase or other 4

type of employees' saving j

plan.

A000tOSOtt 42 El-7

Number Nmbr cpu wuciear Corporate Policy and Procedure janual 1000-POL-1210.02

/

Revision No.

GPU Nuclear Records Retention Policy 0-00 l

(e) Contracts or agreements for For life of plant, if plant j

the acquisition or disposal related.

If not, 6 years, i

of investments (Excluding ).

temporary cash investments i

(f) Memoranda essential to Ditto clarifying or explaining i

provisions of contracts listed above.

(g) Card or book records of Ditto.

contracts, leases, and agreements made showing i

dates of expirations and of j

renewals, memoranda of receipts and payments under i

such contracts, etc.

1.1.3 Accountants' and auditors' reports:

(a) Reports of examinations and 7 years after date of report or audits by accountants and Commission audit, whichever comes auditors not in the regular

last, employ of the utility (Such as reports of public account-ing fims and regulatory i

comission accountants).

(b) Internal audit reports and

Oftto, i

work papers.

l I

I I

5 N

5 3_

l a

A000105011 $2 El-8

EP Number Nder G"" ""c*r corpor***

Policy and Procedure Manual 1000-POL-1210.02 Title Revision No.

GPU Nuclear Records Retention Policy 0-00 II. AUTOMATIC OATA PROCESSING 1.2.1 Automatic data processing records (Retain original source data used as input for data pmcessing and data processing report printouts for the applicable periods pre-scribed elsewhere in the schedule):

(a) Punched cards, tapes or Destroy at option.

similar media used as inter-mediate records or steps in data processing for assembl-ing data to be posted to the records of the company or used in a riport or study.

(b) Program documentation and Retain for periods prescribed revisions thereto.

for related output data. State-ments and illustrations as to the scope of operations should be sufficiently detailed to indicate (a) the application being performed, (b) the procedures employed in each application (which, for example, i

might be supported by flow charts, block diagrams or other descriptions of operating procedures), and (c) the controls used to insure accurate and reliable processing.

l Major program changes, together with l

their effective dates, should be l

noted in order to preserve an accurate chronological record.

j l

l III. GENERAL ACCOUNTING RECORDS 1.3.1 General and subsidiary ledgers:

(a) (1) General ledgers 50 years.

3 (2) Ledgers subsidiary or Ditto.

auxiliary to general ledgers except ledgers

}

provided for elsewhere, f

2 j

(b) (1)

Indexes to general Oftto.

Iedgers.

A00010$0tt 42 El-9 i

i l

O Number Nuclear GPU Nuclear Corporate Policy and Procedure Manual 1000-POL-1210.07 Title Revision No.

/

GPU Nuclear Records Retention Policy 0-00 l

(2) Index to subsidiary 50 years l

1 edgers except ledgers provided for elsewhere.

l (c) Trial balance sheets of 2 years.

l general and subsidiary ledgers.

I 1.3.2 Journal s:

l (a) General and subsidiary.

50 years.

l 1.3.3 Journal vouchers and journal entries including supporting detail:

l (a) Journal vouchers and

Ditto, j

journal entries.

jl (b) Analyses, sumarizations, distributions, and other computations which sup-port journal vouchers and journal entries:

(1) Charging plant 6 years.

i accounts.

(2) Charging all other Ditto.

accounts.

l l

(c) Schedules for recurring Destroy when superseded.

l journal entries.

l l

l (d) Lists of standard journal

Ditto, entry numbers.

1.3.4 Cash books:

i (a) General and subsidiary or 10 years af ter close of fis-l 3

auxiliary books.

cal year.

(See Item 1.3.3(a).

5 1.3.5 Voucher registers:

k (a) Voucher registers or simi-6 years.

l l

1ar records when used

~

as soun:e documents.

l s

I i

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A00010$011 82 El-10 1

Number Nuclear GPU Nuclear Corporate Policy and Procedure Manual 1000-POL-1210.02 Title Revision No.

GPU Nuclear Records Retention Policy 0-00

1.3.6 Vouchers

(a) Paid and cancelled vouchers 6 years (1 copy-analysis sheets showing detailed distri-bution of charges on in-I dividual vouchers and other supporting papers)

(b) Original bills and invoices 6 years.

for material s, services, etc., paid by vouchers, i

(c) Paid checks and receipts Ditto.

I for payments by voucher or otherwise.

(d) Authorization for the pay-Ditto.

ment of specific vouchers.

(e) Lists of unaudited bills Destroy at option.

(accounts payable), lists of vouchers transmitted and memoranda regarding l

charges in unaudited bills.

(f) Youcher indexes.

Ditto.

l 1.3.7 Accounts receivable:

l (a) Records of accounts 3 years after settlement.

l receivable pertaining to i

sales of ut.flity plant.

l (b) Record or register of Ditto.

accounts receivable and indexes thereto and sum-maries of distribution.

5 (c) Accounting department copies Ditto.

of invoices issued and sup-porting papers which do not j

5 accompany the original invoices R

and authorizations for charges i

l including supporting papers, l

y

.a.

I 1

l A000105011 82 1

El-11

Number Nuclear cpu wuciear corvorate Policy and Procedure Manual 1000-POL-1210.02

Titt, Revision No.

GPU Nuclear Records Retention Policy 0-00 (d) Periodic statements of un-Destroy at option.

settled accounts, except trial balances.

(e) Schedule of invoices to be Ditto.

issued.

1.3.8 Records of securities owned.

(a) Records of securities owned, 6 years after disposal of the in treasury, or with custo-investment.

dians (excluding temporary i

investment of cash).

I 1.3.9 Payroll records:

l l

(a) Payroll sheets or registers 6 years.

of payments of salaries and wages.

l (b) Records showing the distri-Ditto (See Item 1.3.3(b).

j bution of salaries and wages paid and summaries or reca-pitulation statements of such distribution.

r (c) Time tickets, time sheets, time books, time cards, workmen's n! ports and other records showing hours worked, l

description of work and accounts to be charged:

i (1) When used as a basis Ditto.

I for payment of sal-l artes and wages sup-porting records described in 1.3.9(a).

(2) When used solely as Destroy at option.

2 basis for supporting E

records described in 1.3.9(b).

3 (d) Paid checks, receipts for 3 years.

~

wages paid in cash and S

other evidences of payments g

for services rendered by employees.

3 e

A00010501 t - 8 2 El-12

Number ENuclear GPU Nuclear Corporate Policy and Procedure Manual 1000-POL-1210.02 Title Revision No.

GPU Nuclear Records Retention Policy 0-00 (e) Applications and authoriza-3 years I

tions for changes in wage and salary rates, summaries and reports of changes in payrolls, and similar records.

( f) Applications for payroll Destroy at option.

changes not authorized.

i (g) Payroll authorizations and re-3 years.

cords of authorized positions.

j (h) Records of deductions from Destroy at option.

I payroll s.

l (i) Comparative or analytical Ditto.

statements of payrolls.

(j) Employee's individual 6 years after tennination of l

earnings record.

employment.

i 1.3.10 Assignments, attachments, and l

garnishments:

l (a) Record of assignments, at-Destroy at option.

l l

tachments, and garnishments j

of employees' salaries, in-cluding files of notices, etc. pertaining thereto.

l 1

(b) Minors' salary releases.

Ditto.

j L

IV.

INSURANCE 1.4.1 Insurance records:

(a) Records of insurance poli-Destroy at option after ex-l l

cies in force, showing piration of such policies, coverage, premiums paid and expiration dates.

I

{_

(b)

Insurance policies.

Di tto.

j (c) Records of amounts re-6 years.

covered from insurance companies in connection i

i with losses and of claims 3

against insurance companies, e

including reports of losses 3

and supporting papers.

2 A0001050tt 82 El-13 1

NNI r

GPu Nuciear co morate l

Policy and Procedure Manual 1000-POL-1210.02 Titie Revision No.

GPU Nuclear Records Retention Policy 0-00 (d) Inspectors' reports and Destroy when superseded.

I records of condition of l

property.

l (e)

Insurance maps of property Ditto.

I and structures erected i

thereon.

l (f) Records and statements relat-Destroy at option.

ing to insurance requirements.

l 1.4.2 Injuries and damages:

I (a) Claim registers, card or book 2 years af ter settlement.

indexes and similar records in connection with claims pre-sented against the company in connection with accidents result-ing in damage to the property of others or personal injuries.

1 (b) Papers, reports, statements Ditto.

4 of witnesses, etc., neces-sary to the support or re-jection of individual claims against the company.

(c) Other papers, reports or Destroy at option.

statements, pertaining to I

accidents resulting in l

property damages or per-i sonal injuries, not nec-i cessary to the support or j

rejection of claims.

l (d) Detailed schedules or spread 2 years after settlement.

sheets of payments to others i

for personal injuries or for property damages.

l L

n l

V.

OPERATIONS AND MAINTENANCE

1.5.1 Production-Electric

5 2

(a) Boiler room, condenser 3 years.

t l

room, turbine room, and 3

pump room logs, including i

j supporting data.

l A0001050it $2 El-14 l

Number Nuclear GPU Nuclear Corporate Policy and Procedure Manual 1000-POL-1210.02 Title Revision No.

GPU Nuclear Records Retention Policy 0-00 (b) Boiler room and turbine 3 years.

room reports of equipment in service and performance.

f (c) Boiler-tube failure report.

Ditto, (d) Generation and output logs 6 years.

i y

with supporting data, j

(e) Station and system gener-25 years.

ation reports.

(f) Generating high-tension and 3 years I

low-tension load records.

(g) Oil and waste reports.

Ditto.

j (h) Load curves, temperature Ottto.

I logs, coal, and water logs.

(i) Gage-reading reports.

2 years, except river-flow data j

collected in connection with hdro-i operation shall be retained for life

,I of corporation.

(j) Recording instrument 1 year, except where the basic charts.

chart infomation is transferred to another record, the charts need only I

i be retained six months provided the record containing the basic data is i

retained one year.

I (k) Load dispatcher's and Ottto.

station pennits.

l 1.5.2 Production - Nuclear:

(a) Records of normal plant 6 years / operating charts for the operation, including first year's operation will be power levels and periods stored for the life of the 2

of operation at each corporation.

l power level.

~

~

l j

(b) Records of any special re-Life of corporation.

l actor tests or experiment.

l (c) Records of changes made in Oftto.

I 2

the operating procedures, i

i N

=

f A000105011 82 El-15

UIUI GPU Nuclear Corporate l

Policy and Procedure Manual 1 000-POL-1210.02 Title Revision No.

GPU Nuclear Records Retention Policy 0-00 1.5.3 Records of auxiliary and other operations:

(a) Records of operations other Retain for same periods as than utility operations.

prescribed in these regulations I

for similar records pertaining l

to utility operations.

I 1.5.4 Maintenance work orders and job i

orders:

(a) Authorization for expendi-6 years.

l tures for maintenance work i

to be covered by work i

orders, including memoranda showing the estimates of j

costs to be incurred.

(b) Work order sheets to which Ditto.

are posted in detail the i

entries for labor, material, and other charges in con-nection with maintenance, I

and other work pertaining l

to utility operations, i

(c) Summaries of expenditures Ditto.

.on maintenance and job orders and clearances to I

operating and other accounts (exclusive of plant accounts).

1.5.5 Mechanical l

(a) Data Sheets or Logs on Retain through first overhaul i

Equipment Installation, or first fuel reload, whichever Inspection and Alignment.

is greater (b) Chemical Composition User's Retain until warranty Test (Grab Samples) for has expired.

5 Thermal Insulation.

(c) Chemical Tests of Water Used Ditto 5

for Mixing Insulation Cement.

2 0

3

.~.

3 5

3 2

^

El-16

Number Nuclear GPu nuciear Corporate Policy and Procedure Manual 1000-POL-1210.02 Title Revision No.

~

CPU mm1sar Daenrdt Getentinn Pn1fev n nn 1.5.6 Electrical and I&C (a)

Instrument Calibration Results Retain until re-calibrated.

(b) Documentation of Testing Per-Retain through first overhaul formed after Installation and or first fuel re-load, which-i Prior to Systems Conditional ever is longer.

i Acceptance l

(c) Reports of Pre-Installation Ditto.

Tests.

l 1.5.7 General I

(a) Calibration of Measuring and Until re-calibrated.

l Test Equipment and Instruments Procedures and Reports.

(b) Certificate of Inspection and Until expiration of Test Personnel Qualification warranty.

l (c) Field Audit Reports 6 years l

(d) Field Quality Assurance Retain through first overhaul Manuals or first fuel re-load whichever is longer.

l 1.5.8 Pre-Operational and Startup Test l

(a) Flushing Procedures and Ditto.

Resul ts.

l (b) System Lubricating 011 Ditto.

)

Flushing Procedures.

i (c) Startup Problems and 6 years Resolutions.

E N

5 2

0 3

.ow, m,,..:

El-17

Number Nehr S"" ""car c raar***

Policy and Procedure Manual 1000-POL-1210.02 Title Revision No.

GPU Nuclear Records Retention Policy 0-00 VI. HUMAN RESOURCES 1.6.1 Personnel records:

(a) Employees' service records, 30 years after temination of records of hire, length of ser-employment, vice and other pertinent data.

j l

(b) Requests for medical exami-30 years after temination of nation, medical examiner's employment.

I report, photographs, and

}

other identification records, and other miscel-I laneous records pertaining i

to the hiring of employees.

l (c) Application for employment 1 year i

for candidates not hired.

1. 6. 2 Employees' benefit and pension records:

l (a) Records showing computations 6 years after supersession of the I

of accruals for pension study or report or temination of liabilities.

plan.

(b) Pension or annuity payrolls.

6 years.

1 (c) Pension paychecks.

4 years, j

(d) Records pertaining to en-Destroy at option.

l ployees' benefit programs.

j l

(e) Pensioner personnel files.

Retained in Human Resources i

until death. Retained in Information Services Department 7 years af ter death, i

1.6.3 Instructions to employees and others:

t h

(a) Bulletins or memoranda of 10 years after expiration or 5

general instructions issued supersession.

by the company to employees pertaining to changes in ac-5 counting, engineering, operating, maintenance and construction policies.

y A000'090t1 82 El-18

Number Nuclear GPU Nuclear Cogorate Policy and Procedure Manual 1000-POL-1210.02 Title Revision No.

GPU Nuclear Records Retention Policy 0-00 (b) Bulletins or memoranda of Destroy at option after general instructions issued expiration or supersession.

by the company to employees pertaining to accounting, engineering, operating, maintenance and construction methods and procedures.

(c) Notices to employees on 1 year from date of issuance matters of discipline, unless another notice is issued i

deportment, and other or possible criminal activity is l

similar subjects.

indicated.

In latter case, de-I stroy only as directed by Legal, i

VII. PLANT AND DEPRECIATION i

i 1.7.1 Plant ledgers *

(a) Ledgers of utility plant 50 years.

l accounts including land i

and other detailed ledgers showing the cost of utility I

plant by classes.

l (b) Continuing plant inventory 6 years af ter plant is retired, l

1 edger, book or card rec-provided mortality data is ords showing description, retained.

}

location, quantities, cost, etc., of physical units (or items) of utility plant owned.

I 1.7.2 Construction work in progress ledgers, work orders, and supplemental records:

(a) Construction work in progress 10 years af ter clearance to the

ledgers, plant account, provided continu-ing plant inventory records are maintained; otherwise six years af ter plant is retired.

5 (b) Work order sheets to which Ditto.

art posted in sunmary form 5

or in detail the entries for labor, materials and 2

other charges for utility l

plant additions and the entries closing the work orders to utility lant in service at comp etion.

A000I0$01182 El-19 4

Nuclear cpu uuciear Co,, orate Policy and Procedure Manual 1000-POL-1210.02 Title Revision No.

GPU Nhlear Records Retention Policy 0-00 (c) Authorizations for expenditures 10 years.

for additions to utility plant, including memoranda showing the i

detailed estimates of cost and the basis therefore (including original and revised or subse-j quent authorizations.)

i (d) Requisitions and registers 10 years.

of authorizations for util-i ity plant expenditures.

I (e) Completion or performance Oftto.

I reports showing comparison between authorized estimated i

and actual expenditures for I

utility plant additions.

(f) Analysis or cost reports 10 years after clearance to the showing quantities of plant account, provided continu-materials used, unit costs, ing property plant inventory i

number of manhours, etc.,

records are maintained; otherwise I

in connection with completed 6 years. after plant is retired.

construction project.

t (g) Records and reports pertaining Destroy at option, to progress of construction work, the order in which jobs are to be completed and similar I

records which do not form a i

basis of entries to the accounts.

j l

1.7.3 Retirement work in progress ledgers, work orders, and supplemental records:

(a) Work order sheets to which 10 years af ter plant is retired, are posted the entries for provided mortality data is removal costs, materials retained.

recovered, and credits to 5

utility plant accounts for cost of plant retired.

(b) Authorizations for retire.

10 years af ter clearance E

ment of utility plant, to the plant account, including memoranda showing provided continuing plant l

the basis for determination inventory records are 2

of cost of plant to be re-maintained; otherwise six years a

tired and estimates of sal-af ter plant is retired.

vage and removal costs.

A0001050t1 82 El-20

Number Nuclear GPU Nuclear Corporate Pqlicy and Procedure Manual 1000-POL-1210.02 Title Revision No.

GPU Nuclear Records Retention Policy 0-60 (c) Registers of retirement 10 years.

work orders.

10 years after clearance to the 1.7.4 Summary sheets, distribution sheets, reports, statements, plant account, provided and papers directly supporting continuing plant inventory debits and credits to utility records are maintained; otherwise plant accounts not covered by six years after plant is retired.

construction or retirement work j

orders and their supporting j

records.

j 1.7.5 Appraisals and valuations:

l Appraisals and valuations made 3 years after disposition, by the company of its proper-temination of lease, or write-ties or investments or of the off of property or investment.

i properties or investments of any l

associated companies.

(Includes l

all records essential thereto.)

l l

\\

[

1.7.6 Engineering records in connection l

I with construction projects:

(a) Maps, diagrams, profiles, plans, l

photographs, records of engineer-ing studies and similar records l

in connection with proposed j

construction projects:

(1) If construction of Until record is superseded or 6 project results wholly years after plant is retired.

or in part.

(2) If construction of Destroy at option after com-project does not pletely accounting for expenses result.

incurred.

1.7.7 Contracts and other agreements relating to utility company records:

2 l

g (a) Contracts relating to ac-6 years after plant is retired.

7 quisition or sale of plant.

o 5

?

I

+

l 40coioso n-82 El-21' l

l..i.

,m.... _,,,. _

Number Nehr GPU Nuclear Corporate Policy and Procedure Manual 1000-POL-1210.02 Revision No.

GPU Nuclear Records Retention Policy 0-00 (b) Contracts and other agree-6 years after plant is retired.

ments relating to services performed in connection with construction of utility plant (including contracts for the con-struction of plant by others for the utility and for supervision and engineering relating to I

construction work.)

i 1.7.8 Records pertaining to reclassifi-6 years (See Item 1.3.3(b) (1).

cations of utility plant accounts to conform to prescribed systems of. accounts, including supporting papers showing the basis for such i

reclassifications.

1.7.9 Records of accumulated provision for depreciation and depletion of utility plant:

(a) Detailed records or 25 years.

analysis sheets segregating the accumulated provision for depreciation according to functional classiff-cation of plant.

f' I

(b) Records supporting compu-Ditto.

j tation of depreciation and t

depletion expense of utility plant, including such data as life and salvage studies.

i l

E

~

b 3

l 0

l 1

A000105011 82 El-22 l

Number Nuclear Geu suciear Corporate Policy and Procedure Manual, 1000-POL-1210.02

~

Title Revision No.

GPU Nuclear Records Retention Policy 0-00 VIII. PURCHASES AND STORES

1. 8.1 Procurements:

(a) Agreements entered into for the acquisition of goods or the perfomance of services.

Includes all foms of agree-ments not specifically set l

forth in Item 1.1.2 such as, j

but not limited to: letters of intent, exchange of corres-spondence, master agreements, l

term contracts, rental agree-ments and the various types of purchase orders:

l l

(1) For goods or serv' ices For life of plant.

relating to plant.

(2) For other goods and 6 years, i

services.

(b) Supporting documents in-For life of plant. Other cluding bids or proposals goods and services, 6 years.

evidencing all relevant i

elements of the procure-ment, pun:haser's pre-award l

quality assurance survey, supplier's quality assurance prugram manual.

(c) All other procurement Ditto l

records such as requi-i sitions, advices from suppliers, registers or similar records of in-voices, receiving records.

1.8.2 Material ledgers:

(a) Ledger sheets and card 6 years.

(See Item 1.3.3(b).

records of materials and 5

supplies received, issued y

and on hand.

3 (b) Statements of materials Destroy at. option after com-and supplies on hand, per pletion of atinual audit by

ledgers, independent accountants.

A000105011 -82 El-23

Number Nuclear GPU Nuclear Corporate l

Policy and Procedure Manual 1000-POL-1210.0?

Title Revision No.

~

GPU Nuclear Records Retention Policy 0-00 1.8.3 Materials and supplies received and issued:

j (a) Records and reports per-6 years.

(See Item 1.3.3(b).

l taining to receipt of l

materials and supplies.

l 4

(b) Records of inspecting and For life of plant, if plant testing materials and related. If not, 6 years.

l supplies.

i (c) Records showing the de-6 years.

(See Item 1.3.3(b).

tailed distribution of materials and supplies issued during accounting periods.

1 (d) Records of material is-i sued, transferred or i

returned to stock:

[

(1) Showing quantities, 6 years, unit prices, and ac-counts to be charged.

(2) Showing only quan-Destroy at option if the basic tities and accounts infonnation contained thereon is to be charged.

transferred to other records.

l (e) Minor records and reports Destroy at option.

l pertaining to materials I

and supplies not involving l

costs or final disposition, such as reports of unfilled l

requisitions, authorizations for additions to stock, and similar records; also store-l room copies of purchase orders and price records, other copies being retained 5

in files of purchasing department.

5 1.8.4 Records of sales of scrap and materials and supplies:

3 (a) Authorizations for sale of 3 years.

{

scrap and materials and supplies.

A000105011 82 El-24 l

l

Number Nuclear Geu uuciear Corporate Policy and Procedure Manual 1000-POL-1210.02 Title Revision No.

GPU Nuclear Records Retention Policy 0-00 (b) Contracts for sale of 3 years.

scrap and materials and supplies.

(c) Memoranda pertaining to Destroy at option.

sale of scrap and materials and supplies.

1.8.5 Inventories of materials and supplies:

I (a) General inventories of Destroy at option after l

materials and supplies on completion of annual audit hand with records of ad-by independent accountants.

I justments of accounts required to bring stores j

records into agreement l

with physical inventories.

(b) Stock cards, inventory Destroy at option.

I cards, and other detailed records pertaining to the j

taking of inventories if l

abstracted into records i

covered by (a).

l (c) Minor inventories of Ditto.

l materials and supplies on hand if not reflected in adjustments of accounts.

IX. TAX 1.9.1 Tax records:

1 (a) Copies of returns and schedules filed with taxing authorities, supporting work papers, records of appeals, tax bills and receipts for payment.

(See Item 1.3.6(b) for y

vouchers evidencing disbursements):

(1) Federal income tax returns. 7 years after settlement.

(2) State income and prop-2 years after settlement.

erty tax returns.

3 g

3 (3) Sales and use taxes 3 years.

3 (4) Other taxes.

2 years after settlement.

2 AOOO105011 82 El-25

Number Nuclear GPU Nuclear Corporate Policy and, Procedure Manual 1000-POL-1210.0P Title Revision No.

GPU Nuclear Records Retention Policy 0-00

~

(5) Agreements between 7 years after settlement.

associate comoanies for allocation of consoli-i dated income taxes.

(6) Schedule of allocation Ditto.

of consolidating federal income taxes among asso-i ciate companies.

(b) Sumiaries of taxes paid.

Destroy at option, j

(c) Filings with taxing 7 years after settlement of I

authorities to qualify federal return or discontinuance j

employee benefit plans.

of plan, whichever is later.

(d)

Infomation returns and re-3 years, or for the period of ports to taxing authorities.

any extensions granted for audit.

X.

TREASURY n

1.10.1 Statements of funds and deposits:

l i

(a) Summaries and periodic Destroy at option.

I statements of cash balances on hand and with depositories.

l (b) Statement of managers' and Destroy at option.

agents' cash balances on hand and with depositories.

(c) Authorizations for and Ditto.

statements of transfer of funds from one depository to another.

(d) Requisitions and receipts Destroy at option after funds for funds furnished mana-have been returned or accounted 9_

gers, agents, and others, for.

g (e) Records of fidelity bonds Destroy at option after of employees and others liability of bonding company a

5 responsible for funds of has expired.

E the utility.

l (f) Reports and estimates of Destroy at option.

funds required for general and special purposes.

A000105011 -02 El-26

Number Nuclear GPU Nuclear Corporate Policy and Procedure Manual 1000-POL-1210.02 Title Revision No.

GPU Nuclear Records Retention Policy 0-00 1.10.2 Records of deposits with banks and others:

(a) Copies of bank deposit Destroy at option after com-slips.

pletion of annual audit by independent accountants.

(b) Advice of deposits made Ditto.

when information thereon l

1s shown on other records I

which are retained.

j (c) Statements from depository Ditto.

i showing the details of funds received, disbursed, trans-ferred and balances on deposit.

(d) Bank reconcilement papers.

Ditto.

l l

(e) Statements from banks of Di tto.

interest credits.

l l

(f) Check stubs, registers, 6 years, i

or other records of checks issued.

(g) Correspondence and memo-6 years or destroy at option randa relating to the after check is recovered.

stopping of payment of bank checks and to the issuance of duplicate checks.

1.10.3 Records of receipts and disbursements:

(a) Daily or other periodic Destroy at option after com-statements of receipts pletion of annual audit by or disbursements of funds, independent accountants.

(b) Records or periodic Ditto.

E statements of outstanding E

vouchers, checks, drafts, etc. issued and not presented.

o (c) Reports of associates showing Ditto.

e working fund transactions and sumaries thereof.

A000105011 82 El-27

Number Nuclear cpu sociear corporate Policy and Procedure Manual I Q00-POL-1210. 07 Title Revision No.

GPU Wuclear Racnrdt Ratantion Policy 0.00 XI. MISCELLANEOUS 1

1.11.1 Statistics and miscellaneous:

(a) Annual financial, operating 10 years after date of report.

i and statistical reports I

regularly prepared in the course of business for in-ternal administrative or operating purposes (and not used as the basis for entries to accounts of the companies concerned) to show the results of operations and the finan-l cial condition of the utility.

(b) Quarterly, monthly, or 2 years after date of report.

other periodic financial.

operating and other rta-9 tistical reports as above.

i (c) All other statistical Destroy at option.

l reports (not covered else-where in these regulations) prepared for internal ad-ministrative or operating purposes only and not used l

as the basis for entries to the accounts of the company.

I 1.12.2 Budgets and other forecasts:

3 years.

I (Prepared for internal admini-strative or operating purposes) of estimated future income, l

receipts and expenditures in t

connection with financing, I

construction and operations and acquisitions or disposals of properties or investments by the company and its associate a

companies, including revisions of such estimates and memoranda a

showing reasons for revisions; E

also records showing comparison s

of actual income and receipts i

and expenditures with estimates.

~'

2 5

A000105011-82 El-28

Number Nuclear GPU Nuclear Corporate Policy and Procedure Manual 1000-POL-1210.02 Title Revision No.

GPU Nuclear Records Retention Policy 0-00 (c) Special or periodic reports on the following subjects:

(1) Transactions with 6 years, associated companies.

(2) Budgets of expendi-3 years.

l tures.

( 3 ).

Accidents.

6 years.

(4) Employees and wages.

5 years.

I (5) Loans to officers.

3 years after fully paid.

(6) Purchases and sales, Life of corporation.

utility properties.

(7) Plant changes - units Ditto.

added and retired.

j 1.11.6 Other miscellaneous records:

(a) Copies of advertisements 6 years.

)

by the company in behalf l

of itself or any associate company in newspapers, magazines and other publi-cations including records thereof. (Excluding ad-vertising of product, appliances, employment opportunities, services, territory, routine notices and invitations for bids for securities, all of which may be destroyed at option).

l (b)

Indexes of forms used by Destroy when superseded, y

company.

(

3 e

2 u

2 A000105011 82 El-30

~

Nder seu uuciear Corvorate Policy and Precedure Manual 1000-POL-1210_02 Title Revision No.

f.Dl_t unelam e. Daensvie Datantinn Dn1(ev n.nn l

l 1.11.3 Correspondence:

(a) Correspondence and attachments Retain for the period prescribed and indexes thereto relating for the item to which it relates to offices covered by other where necessary to a proper items of these regulations.

explanation of same.

(b) Correspondence, reports and Ditto.

attachments received from ex-ternal soun:es and agencies l

and relating to items covered l

under this policy.

l (c) Stenographers' notebooks Destroy at option.

I and dictaphone or other l

mechanical device records.

1.11.4 Records of predecessors and Retain until the records of

{

fonner associates.

utility plant acquired have been integrated with the utility's plant records and the original cost of the acquired plant is adequately l

supported by cost details and until i

it is ascertained that such records are not necessary to fulfillment of j

any unsatisfied regulatory require-ment, such as: (a) approval and recording of accounting adjustments l

resulting from reclassification and l

original cost studies and acceptance of property acquisition journal entries, (b) cost, depreciation and amortization reserve detenninations for licensed projects, (c) estab-lishment of continuing plant inventory records or accounting evidence of the cost of long-lived property in tiie absence of such continuing plant inventory records.

1.11.5 Reports to federal and state regulatory comissions:

b (a) Annual financial, operating Life of corporation.

E and statistical reports.

i i

(b) Monthly and quarterly 2 years after date of report.

3 reports of operating revenues, expenses, and j

statistic s.

.~

A000105011 82 El-29

__