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PLAINTIFF'S EXHIBIT CEL-525 ElANESE CORPORATION ADMINISTRATIVE PROCEDUR and General Counsel SECTION: GENERAL ADMINISTRATION SUBJECT: RECORDS MANAGEMENT UPCntKOCl RftOC. OAT CO _Januar_J962 _ PROCEDURE NO 1-8 PAGE DATES: ISSUEO EFFECTIVE 1 OF 4 February 1, 1973 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. 007163 ELANESE CORPORATION ACtPONNIWE IfSUINQ DEFT. Vice President SECTION: GENERAL ADMINISTRATION and General Counsel SUBJECT: RECORDS MANAGEMENT January, 1962 ADMINISTRATIVE PROCEDURE PROCEDURE NO....... PAGE........ OAT El ISSUED EFFECTIVE 2 of 4 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. 007164 e. elanese corporation [ONMLI IMUINO OIH. Vice President and General Counsel SECTION: SUBJECT: GENERAL ADMINISTRATION RECORDS MANAGEMENT *OC. OATKP Januar^bJ2&2. ADMIAISTRATIVE PROCEDURF procedure no. PAGE......... J or * DATES: IS5UEO EFFccTive February 1, 1973 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. 007165 e. ELANESE CORPORATION AIIPONIIIUK iSSUINd DIPT. Vice President and General Counsel SECTION: SUBJECT: GENERAL ADMINISTRATION RECORDS MANAGEMENT `aJTTwicoirpRocToAT'toJanuary, 1962 ADMIRISTRAT1VE PROCEDURE PROCEDURE NO...... 1-8 PAGE.......... 4 or 4 DATES: 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. 007166 '0 o p p o 3 a itests x id p CD P Ho c w0 T3 >o T3 3 33 A AA 1 A T3 in 3 PA A a i i H o X XX X o X c A A A A 3A p P PP AP c 4-1a0 1-1 p A op o A p pa CAC C C T3 C0 AP 0C0 PPp 0 p A0 A P -H PP P 6P p AP PA 3Ht HA PQHA I A Pt i-l A ap A & O D P 0 ua A BO PO P P _i_2_ cup a. 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