Document 85eKdb4bR5BoQvvdzjvRNrZ85

PLAINTIFF'S EXHIBIT CEL-893 Exhibit C Ibge 1 GENERAL PRACTICE CIRCULAR (Third Edition containing all amendments) iM November 10, 1959 Subject: PRESERVATION AND DESTRUCTION OP FILES Effective Date: Immediately For the purpose of conserving space and reducing expense involved In maintaining the large and increasing volume of Inactive files and achieving uniformity of procedure for their disposition, these rules have been prepared. They apply to all files kept In the United States by Celanese Corporation of America, its sub sidiaries and the officials or employees of any of these companies. This third edition makes certain changes in the retention periods and rearranges the categories of records alphabetically in the attached Checklist, which gives the retention period for each category; I. GENERAL RULE - TWO YEARS All records, documents and correspondence not falling within one of the categories having a specific retention period, shall be retained no longer than two years after the matter to which they relate is closed or settled. II. RETENTION BEYOND SPECIFIED PERIOD A paper may be kepc longer than the retention period herein specified only on written approval by the authority indicated below, and for one of the following reasons: Reason (l) compelling business reasons Authority Officials responsible here under for carrying out requirements of this circu lar for- the document in question. (2) because a longer period of retention In stated in an agreement. Legal Department (3) in order to preserve legal rights which the Corporation may wish to assert, or to protect the Cor poration against claims which may be asserted against it. Legal Department 00 because a statute, regulation, court decLGion or administrative ruling requires a longer period of retention. Legal Department The approval for retention of a file or paper beyond the specified retention period slin.ll nt first be attached to the file or paper and, when such file or paper is ultimately to be disposed of, shall be attached to the Records Disposal Authorization. 1 / No#; .-8 M A.P. M. 1-8 Cftadfw Or ADSttaSTCATlVS K2CCEW#*3SS GENERAL AECNISTRATION RECORDS MANAGEMENT PROGRAM March, 1964 . TABLE OF CONTENTS EXHIBITS (OONT'D) C. Preservation & Destruction of Files Check-list (Cont'd) XXI Testing Records XXII Trademark Records XXIII Visitors Registers & Passes XXIV Payroll Records XXV Purchasing Records D. Records Disposal Authorization - Perm GEN-886 E. Authorization For Inactive File Retention - Form QEN-1531 Page 19 20 20 21-23 24 009190 1ELANESE CORPORATION iLC ISSWINC OEPT. and General Counsel SECTION: SUBJECT: GENERAL ADMINISTRATION RECORDS MANAGEMENT UPER3EOES PROC. OATEO January, 1962 ADMINISTRATIVE PROCEDURE procedure no........1-8 PAGE DATES: ISSUED EFFECTIVE 1 OF 4 February 1, 197 1. POLICY 1.1 It is Celanese's policy to establish and maintain an effective Records Manage ment Program that will: A. comply with government regulations and rulings, B. provide an identification and retrieval system for those records retained, C. conserve space and minimize file maintenance expense. 2. RESPONSIBILITIES 2.1 The Vice President and General Counsel will establish Corporate policy and approve retention schedules for all categories of records. 2. 2 The Manager Corporate Records Management will establish general procedures for the execution of this policy on Corporate-wide basis. He will have general responsibilities for overseeing individual records programs at Celanese locations. He will be the collection agency of compliance notifications (Exhibit E) from the field which will be presented to the Management Committee for review and approval. 2. 3 At each company the Manager of Records Management will be responsible for the maintenance of an effective program, working within the framework of this instruction. They will prepare any additional detailed procedures necessary to supplement this instruction. This will include an annual notice in memo form stating that records are being kept and destroyed in compliance with this procedure. (Exhibit E). The notice will be forwarded to the Manager of Corporate Records Management on the 31st of March each year. 2. 4 Local Records Representatives will be appointed by the Manager of Records Administration to guide and assist departments in carrying out this function. 2. 5 The Records Management Committee consisting of representatives from the Law Department, Tax Department, Financial Administration and Administrative Services will be responsible for initiating periodic unannounced inspections of company records to ensure compliance with this procedure. 009191 ELANESE CORPORATION RESPONSIBLE ISSUING DEPT. /ice President and General Counsel SECTION: SUBJECT: GENERAL ADMINISTRATION RECORDS MANAGEMENT SUPERSEDES PROC. DATEO January, 1962 ADMINISTRATIVE PROCEDURE PROCEDURE NO.......!"8 PAGE......... 2 of 4 OATES: ISSUED EFFECTIVE February 1, 3. RECORDS INVENTORY 3.1 Each department will prepare a list of all records and forms that are kept on file. These inventories will be reported on Records Inventory, Form GEN 885, Exhibit B. They are to be prepared in duplicate in accordance with instructions on the front side. The original is to be retained in the department and the copy sent to the Location Records Representative. These inventory records shall be kept current by adding or deleting as conditions warrant and shall be reviewed and revised annually. 4. CORPORATE - WIDE RETENTION SCHEDULE 4.1 The Corporate-wide Records Retention Schedule, Exhibit A, is established by the-Law and Tax Departments. Proposed amendments will be directed to the Vice President and General Counsel. They are to be checked through with operating company personnel involved, after which a notice of change will be issued when in accordance with Corporate policy. 4. 2 In cases where a department desires to keep a record longer than specified in the Corporate-wide retention schedule, the Location Records Represent ative is to put the facts before the Manager of Corporate Records Management who will obtain an appropriate ruling from the Records Management Committee. 4.3 When new records or forms are introduced, retention periods should be established and the schedule revised accordingly. 4. 4 Records or files other than General Ledgers and Journal Vouchers may be microfilmed at the discretion of the Manager of Records Managment at each company or location. It is emphasized, however, that destruction of any hard copy or microfilm copy must be approved pursuant to this procedure. 5. ONE YEAR GENERAL RULE 5.1 All records, documents and correspondence not falling within one of the categories having a specific retention period, may be destroyed one year after the matter to which they relate is closed or settled. 009192 ELANESE CORPORATION RESPONSIBLE ISSUING DEPT. Vice President and General Counsel SECTION: SUBJECT: GENERAL ADMINISTRATION RECORDS MANAGEMENT SUPERSEDES PROC. DATED lanuarv. 1962 ADMINISTRATIVE PROCEDURE PROCEDURE NO..1-8 PAGE....... 3 OF 4 DATES: ISSUEO EFFECTIVE February 1, 197 6. RECORDS DISPOSAL AUTHORIZATION 6.1 As soon as the retention period has expired as indicated on the records retention schedules, immediate action will be taken to rid the files of records and forms which are no longer needed. The records or forms to be disposed of are to be listed on Form GEN 886. Records Disposal Authorization Exhibit C. This form will be prepared in triplicate in a manner which will provide complete and clear description of the records to be disposed of. Department heads are to use their own discretion in recommending the manner in which disposal shall take place. This will be recorded on the Records Disposal Authorization Form GEN 886 (Exhibit C). 6. 2 Authorization to destroy any records or files pertaining only to the financial function must be routed through the Tax Department. The Form GEN 886 (Exhibit C) will be used to obtain this authorization. 6. 3 Authorization to destroy all other records or files must be routed (on GEN 886) to the Manager of Records Administration designated for each company. Tax Department authorization is not necessary. 6. 4 In both cases after approval, the original will be returned.to the originator for proper action. 6. 5 Punch cards, magnetic tapes, disc, and other machine sensible data media used for recording, consolidating and summarizing accounting transactions must be retained in accordance with this procedure. Destruction authorization must be obtained through the Tax Department 7. RECORDS TO BE KEPT IN OFFICE FILES 7.1 Office files should contain only those records which are essential to the efficient handling of the job and which are referred to so frequently that they must be kept near at hand. Files that are filled with inactive material add to filing costs require floor space and impair the efficiency of filing and retrieval of records. Inactive records to be retained for long periods should be transferred to inactive record centers and stored in inexpensive filing equipment. To transfer records to inactive records centers the de partment should prepare Form Corp. 106 Records Transfer Sheet, or equivalent, Exhibit D. 23ELANESE CORPORATION RESPONSIBLE ISSUING OEPT. Vice President and General Counsel SECTION: SUBJECT: GENERAL ADMINISTRATION RECORDS MANAGEMENT SUPERSEDES PROC. DATED January, 1962 ADMINISTRATIVE PROCEDURE PROCEDURE NO......1-8 PAGE........ 4 OF 4 OATES: ISSUED effective February 1, 1973 7. 2 This form should be prepared in triplicate and all copies routed to the Location Representative. After approval by him, one copy is to be returned to the department when the files are removed, and the other retained by the Location Records Representative. 8. REVIEW OF REQUISITIONS FOR FILE CABINETS FOLDERS AND BINDERS 8.1 When a department initiates a requisition for new file cabinets, file folders and binders, the Location Representative should make a review to determine whether the department is making full use of the Records Management procedures. .009194 1 i m4 ft. ifwt i W* zi o tti J i! H QUANTITY 20 -- v4 fot ft s i - ft 4 HHH > *M sa3 m. 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K C ft co kw MPimc n N O -0 -ft Ss i 41 *K4 0f9t aft W *0ff4tt *0 *0 c M > EXHIBIT A - 4 r O 3 Os ft i s ! 5 ft i m *04 a <4 4 o s i 49 tw" u9>>4i -- ^4 fuftt ft 1 On* 9^4* -- Vft 0 1J u f4 ft> *94i #4 3 44 n040 T3 5 f00t il U4 99 Uft 60 404 UufSt uf4st1 4ufti ft 1 ft *f0t u 0C0ft l M s fffttt 1o ou ft ^f4t ft ft) 4u4 4i m 1 ft 4fo4t 0 1 4 ft jfC4ti ft. 3 f*OtJ) ^4 4f41t cw fftt wf4t <0H f04t0 > *44 0 *41 ft fUt) 1 a '0ofot Cfftt w H fWt M 4fJt f4tf1)t ft H o*0*1 ^84 a Bi 6 5 t0f4ItI 45 c109195 INSTRUCTIONS FOR COMPLETING RECORDS INVENTORY FORM FORM NUMBER Indicate him number 11 one op^totl on him. TITLE OR DESCRIPTION OF RECORD Indicate a description oI the type record Intuch as: correspondence, report, Invoice, ale., and a statement sufficiently descriptive at the Ilia to anabla a rantwar to rfotormine In who! ealagory ll belongs. ORIGINAL OR COPY II the record is part of a multipart form, indlcata the part num bar or noma, such at "Billing Copy", "Scale Copy", "Soles Order Copy", ate. II lha record Is a report (non form I in nature, indicate "Original" or "Copy", PERIOD COVERED - Indicate year or years covered by record If lass than lull yaar. Indicate months ot year covered. CHECK LIST NUMBER Indicate the category number - at indicated In Corporate Administrative Procedure No. I 6, Records Management Program, Eshibit C - that best describes the contents oI the file. RETENTION PERIOD - Indicate the total years the tile Is to be retained * of indicated In Corporate Administrative Procedure No. I 8, Records Management Program, Eshibit C. FREQUENCY OF REFERENCE Indicate usage daily, weekly, monthly, period ically, rarely, etc. FILE UNIT TYPE (Code 1 LEG 5 Standard 5 drawer legal siie mefat cabinet (LEG 4 - 4 drawer, LEG 3 3 drawer, LEG 2 2 drawer) LET S Standard 3 drawer letter site metal cabinet (LET 4 4 drawer, LET 3 3 drawer, LET 2 - 2 drawer) P Pock090 or bundle o( any kind V Volume (book of account, tab, report) SC Supply cabinet, metal S Sale, metal T Transfile TCB Tabulating card bos D Desk or tub file C - Card file (C3 - 3 t S, C4 4 t 6, CS S s 8) FILE UNIT QUANTITY Indicate number of file units or fraction thereof. 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