Document 09077MDokwx9LLR2gmjM6dwO

.V gaf corporation BUILDING MATERIALS GROUP February 7,1975 TO: Messrs. Anderson-Erie; Becker-Minneapolis; Boyle-So.Bd. Brook; Cox-Millis r^Drawdy-Mobile; Flood-Gloucester; Hemminghaus- ; ; . . St. Louisr Herbst-Dallas; Kennedy-Joliet; McKenzieSavannah; Peavy-Denver; Stewart-Tampa; Teague-Mt.Vernon; Underwood-Baltimore; Wilcock-Kansas City Messrs. Berg-Houston; Gunchin-Joliet; Vardakis-Long Beach; Cahill-Vails Gate; White-Hyde Park,.Vt.; Lasley-Whitehall CC Messrs. Fitzwilliam, Greig, Page, Honza - So,' Bd. Brook Mr. L. Sarlo - Gloucester FROM; L. J. Faneuf SUBJECT: CURRENT NEEDS FOR RECORD RETENTION Attached is a letter and list of records and-the number of years they are to be held. Mr-. Meder should have contacted your Office Manager. If not, make sure that you are following the attached schedule at your plant. L.J. Faneuf LJF:cas Att. Copies to Messrs. Lundin, Benham, Nsa 'BauinistarJc^ Sales Dept* Mrs. Sutton Mrs. Oberjusrgo V -ES 1-". 1375 j| j, E C i V' E iJJj ST. LOUIS GAF 11645 i rtmu nit-*'** m u.Lt INTEROFFICE CORRESPONDENCE OAF Corport Hon to LOCATION mom LOCATION Mr.C.W. Meder SBB Mr. R. P. Fraser, Jr. NY. L J. .'Ai'lcUr JAfj ;97o . '/ DATE January 3, 1975 \ Mr. J. J. Butler r. L. J. Faneuf M r. D. S. Gardner ujfeTi Current Needs for Record Retention Attached is a copy of J. J. Costello's memorandum of 1/2/75 on the subject. Would you please coordinate this review so that we are up-to-date and complete with all of the key records before Mr. Costello commences hia review. Each area of responsibility should review the list attached in the context of the memorandum written and submit to you their recommendations so that you may coordinate our response on this matter. RPF-.AD Att. ,jAF Corporation VE ' J) , iS 10 1575 !. \V E c `V E i-i ST. LOtMS GAF 11646 ronOf<> ( #A>rcov.i.i. INTEROFFICE CORRESPONDENCE OAF Csrpoullen to LOCATION raou LOCATION See Distribution List Attached J. J. Costello oati January 2, 1975 E. J; Devlin C. S. Spooner IUSJICT! CURRENT WEEDS FOR RECORD RETENTION The current Record Retention Schedule was last revised in 1967. In order to recognize your current needs as well as changes in government and other legal requirements ve are in the process of updating the Schedule. Enclosed is that portion of the 1967 Record Retention Schedule which pertains to your area(s) of responsibility. The purpose of this distribution is to insure that the list of key records is complete before we commence our review. Please review the attached lists and note which items should be removed, have been superseded by or consolidated with a more current record, or are records to be added. Any general comments you nay wish to make on this subject will be appreciated. Your lisc of records will be reviewed and guidelines developed from it as well as government and other source information. The proposed revision will then be forwarded to you for review and comments before the revised Record Retention Schedule is finalized. Your early response to this request will be greatly appreciated. All re sponses should be directed to C. S. Spooner at Wayne. If you have any ques tions feel free to contact either Mr. Spooner or me. JJC:bc enc. James J. Costello Manager-Accounting Systems Policies & Procedures GAF 11647 -11- V. CUSTOMERS AND/OR SALES Title Retention Period Years Bids & Quotations - Govt. Business Bills of Lading Camera Repair Memos Records of Competitive Products Records of Conventions Complaint Data Files Contracts with Customers Customer Orders - Originals Deliveries 'to Warehouse - Sales Forecasting Copies Hard Goods Registrations Information Memos - Price & Product Line Information Memos - Other Lab Memos- Sales Services Mixture Record Cards Office Order Forms - Guide Sheets Packaging Data - Price & Product Price Book Sheets -'Pricing Copy Price Book Sheets - Other Mixture Price Control Sheets Price Memos - Work Papers Product Files" Product History Record Cards Records of Processed Film Requests Misc. Shipping Orders Sales Follow-up Files Sales Forecasting Revisions Sales Forecasting - Sales Inv. & Est. Sales Recommendations - New Products Sales Records - Customers by Products Sales Records - Quarterly Sales Records - Yearly Sales Records - Monthly Comparative Sales Reports - Comparative Work Sheets Sales Statements - Monthly Statements -/Cost of Sales Sample Orders - Originator Copy (continued) 7 7 1-7 10 ' 5 5 (or 3 after sett lemen t 7 after expir tion 7. after expir tion 1 3 10 Optional 1 PERMANENT 1 PERMANENT PERMANENT Destroy as Revised PERMANENT 3 PERMANENT PERMANENT 7 2 7 2 2 .2 15 . 3 7 3 1 3 3 Optional GAF 11648 -12- Title Sample Orders - Sample Dept. Copy Shipping Orders - Originals Summary Cards - Sales Forecasting Trade Statements Travel Reports by Salesmen Travel Reports by Branches Government Specifications Tax Exemption Certificates Retention Period Years 5 7 3 3 2 1 Destroy as Revise' PERMANENT l I GAF 11649 -13- VI. PRODUCTION AND DISTRIBUTION Ti tlo Bills of Lading - Traffic Cop/ Daily Delivery Reports - Manifests Dead Stock Memos Distribution Memos - All locations ' Mixture Formulae - Sales Service Copy Mixture Formulae - Statistical Copy Mixture Number Form Requests Receiving Reports - Branch Sales Services Receiving Reports - Sales Services Returns from Sample Dept. Records Shipping Receipts Stock Record Cards Stock Summary Cards withdrawals from Bonded Warehouses - Sales Service Copy Coating Schedules Work Orders Instructions for Trail Coatings Production Schedules Quality Control Reports Reprocessing & Waste Sheets Product Requests - Packaging Product Authorizations - Packaging Retention Period Years 3 Plus Current 1 3 1 5 3 3 2 2 3' 1 5 5 2 3 3 2 4 4 2 5 5 GAF 11650 -14VII. SUPPLIES AND RAW MATERIALS Title Retention Period-years Commodity File ( Master Cards > Purchase Order official copy - (see Vouchers Payable) Customs Clearance Papers - Imports Import Calculation Slips Import Custom House Ledgers Price Comparison reports Price Change Notification on Purchase Products - (See Vouchers Payable) Purchase Contracts - requiring, by Management Policy, the signature of a Corporate officer - Purchase Orders - Purchasing Dept. Copy Purchase Contracts (Purchasing Dept. Copy signed by respective Directors of Purchasing) Purchase Req. Purchasing Copies Vendors Product Tests Price Books Receipts - Registered Mail & Expenses Tariffs U Freight rates Decisions on Import Duties Freight Arrival Notices Bills of Lading - Receiving Copy Freight Bills - Receiving Loss, Damage, Overcharge Claims with Vendors or Carriers Copy of Shipping Notice Bill of Lading - Shipping Copy Freight Statements Import Entry File 10 7 3 after liqu tion ,5 7 3 Current plus Permanent (ii Centr Files' 3 3 Current plus 3 ' Optional 3 5 6 1 1 1 2 after settlement. 3 5 4 3 after liquidatioi GAF 11651 IX. CORRESPONDENCE* -16- Title Advertising-Agency Letters of agreement Advertising-Agency invoices Advertising-Agency correspondence Advertising-Promotional materilas Advertising-Scrapbooks Building & Engineering Matters Carrier's Traffic Dept. Customers Dealers & Manufacturers Executive, Management & Confidential Foreign Distributors Governmental Agencies Central Files Chemical Correspondence - Purchasing Mechanical Correspondence - Purchasing Retention Period _____ Years 7 3 2 PERMANENT PERMANENT 7 7 7 7 7 7 7 7 7 7 / GAF 11652