Document NE45JmwwazE3GgGErpx7jDOGg

Law department February 17, 1993 USK Subject: Application for Transfer of Records to Archives Corporate Records Management Procedure A950, Section II Paragraph D.l.d., states that an approved "Application for Transfer of Records to Archives" (Exhibit E) shall be valid for a period of 5 years, at which time reapplication will be required. Enclosed, from our files, is a copy of your location/department's Application(s) whose approval date(s) exceeds the 5 year period specified by the procedure. Accordingly, it is necessary that you first review your current records descriptions and retention requirements, and then prepare and resubmit new Applications to Records Management for review and approval.. The instructions for the completion of this form are detailed on Exhibit E in the A950 Procedure. A copy of Exhibit E and blank forms have been enclosed for your use. Comprehensive changes have been made to the Master Records Retention Schedule (Appendix 1) effective 11/1/92, and your records retention requirements must now comply with this new Schedule, which is a major component of the Corporation's Records Management Policy. Accordingly, this request should be given your prompt attention. Let me know if you have not received or do not have access to either an updated A950 Procedure or a new Records Retention Schedule. Please contact me as soon as possible if you feel that this request should be rerouted to another person or responsibil ity area for completion, or if your area is no longer submitting records to the Archives for storage. The target date for submittal of the completed Applications is April 21, 1993. Questions may be directed to me at Steelcom 723-5391. Enclosures /yj. S. Fusko (S Records Retention Administrator Room 1412 '4 ( / Law Department . ( ... USX April 1, 1991 J. E. McGlaughlin Staff SupervisorCorporate Financial Analysis-USX Room 1312 Subject: Records Management Procedure Records Retention Schedules___ i You were recently assigned the responsibility of Records Management Representative for your department or functional area. A copy of the USX Accounting Procedure A950 "Records Management", issued December 31, 1990, is enclosed for your personal use in the event that you have not previously received one. Of primary importance to determine or ensure compliance with this procedure are the Records Retention Schedules described in Section II.B and. Appendix 1. If you are currently using a Departmental Records Retention Schedule as a replacement for (or as a supplement to) the Master Records Retention Schedule, submit a copy of the schedule, or indicate if you are referencing only the Master Retention Schedule in your Records Retention Program. Specify if neither condition currently applies in your situation, or if a local procedure is i being followed instead. It is important that this information I be submitted by April 15, 1991. tI Questions may be directed to me at Steelcom 723-5391. MX- Enclosure cc: D, A. Lynch J. S. (Steve) Fusko Records Retention Administrator USX Law Department Room 1412 TOr . Holders of USX Accounting Procedures FROM: N. H. Huston DATE: December 31, 1990 SUBJECT: USX Accounting Procedure A950 Records Management ______ The subject procedure has been updated and is being reissued in its entirety, replacing, the existing "Records Management Manual."' The updated procedure reflects current records retention and destruction' practices, as well as Corporate organizational and procedural maintenance changes which have occurred since the last issuance of the "Records Management-Manual." In general. Sections I, II and III (and related exhibits) present the scope, objectives, responsibility and detailed instructions on preparation of records for storage and transferring than to Annandale Archives. Appendix I presents the records retention periods for documents by major functional responsibility. (Hote: Record retention periods in Appendix I have not been changed; however, a Retention Index Ho. has been added and is to be used on Exhibits B and E.) The overall responsibility for coordinating the development and maintenance of the Corporation's Records Management program has been transferred to the USX Law Department effective January 1, 1991. Accordingly, any questions on this procedure should be directed to J. S. (Steve) Fusko, Records Retention Administrator, USX Law Department, (Steelcom 723-5391). Those of you who are listed as a Records Management Representative in Exhibit A should designate one or more Departmental- Records Management Representatives and provide their napes to the Records Retention Administrator by January 31, 1991. Director - Accounting Research & Planning Attachments { L-A950 USXK Accounting Procedures SUBJECT: RECORDS MANAGEMENT TABLE OF CONTENTS I. INTRODUCTION ' A. Scope B. Objectives ... C. Administration Responsibility Records Management Program Development Audit Division Departmental Records Management Representatives II. RETENTION, STORAGE, AND DESTRUCTION OF RECORDS A. Basic Concepts Active Records Retention Periods for Inactive Records Destruction Date of Inactive Records B. Records Retention Schedule - Use, Preparation and Approval C. Local Intermediate Storage Areas Records Storage Box Label D. Annandale Archives 1. Annandale Archives Storage - General Description 2. Transferring Material to Annandale Archives 3. Packing and Labelling Inactive Records 4. Requests for Access to Own Department Records at Archives NUMBER: PAGE: EFFECTIVE DATE: A950 1 12/1/90 PAGE NO. PARA. ijfO. 1 1 v 1-3 i 1-2 2-3 1 22 33 3 ... 4 1 1 1 1-4 1-2 5-6 2 7-8 REF. EXH. A 2-4 1-8 5 1-4 5 4d B C 6-9 9-10 11 a-g a-c a-n 14-16 a-f F D.E US3SK' Accounting Procedures SUBJECT: RECORDS MANAGEMENT fABLE OF CONTESTS (Continued) II. RETENTION, STORAGE, AND DESTRUCTION OF RECORDS (Continued) D. Annandale Archives (Continued) 5. Requests for Access to Records"of Other'" Departments 6. Notice of Temporary Delay of Destruction of Records or "Hold" 7. Corrections or Change in Records Storage Box Labels 8. Destruction Responsibility for and Time of Destruction Authority for Destruction Notice of Intent to Destroy Records List of "Rec'ords Reaching Authorized Destruction Date" Notice of Temporary Delay of Destruction of Records or "Hold" Destruction in Storage Areas Other than Annandale Archives Destruction in Ordinary Course of Business Restrictions on the Manner of Destruction Hauling Contracts Records of Destruction III. PROTECTION OF VITAL RECORDS . A. Basic Concepts *\ B. Specific records to be filed at Annandale Archives C. Stock Transfer details - filing requirement D. Corporate Minutes - filing requirement E. Electronic and Electromechanical Operating procedures and programs - filing requirement F. USX - Reconstruction of the Balance Sheet filing requirement NUMBER:' PAGE: EFFECTIVE DATE: A950 2 12/1/90 PAGE NO. PARA. NO. REF. EXH. 16-17 a-d 17-18 a-e G 18-19 a 19' 19 20-21 20 a b b(2) 20 b(2) 20-21 b(3)-b(7) 21 21-22 22 22 22-23 1 c d e f g 1 1-5 H I G 2 3 4 5-6 US^SC Accounting Procedures SUBJECT: RECORDS MANAGEMENT * NUMBER: PAGE: EFFECTIVE DATE: A950 3 12/1/90 TABLE OF CONTENTS (Continued) "RECORDS MANAGEMENT REPRESENTATIVES" "RECORDS RETENTION SCHEDULE" "RECORDS RETENTION SCHEDULE" - Alternate "RECORDS STORAGE BOX: LABEL" (Preparation and Filing Instructions) "MANIFEST" (Index Identification of Records and Files Stored in Box) "APPLICATION FOR TRANSFER OF RECORDS TO ARCHIVES" (With Instructions) "PERMISSION TO SHIP RECORDS TO ARCHIVES" (When an Authorized Shipment Exceeds 25 Boxes)' "NOTICE OF TEMPORARY DELAY OF DESTRUCTION OF RECORDS" ("Hold") "NOTICE OF INTENT TO DESTROY RECORDS" "RECORDS REACHING AUTHORIZED DESTRUCTION DATE" .. . "ASSEMBLY INSTRUCTIONS FOR STANDARD RECORD STORAGE CARTON" MASTER RECORDS RETENTION SCHEDULE EXHIBIT A B B C D E F G H I J APPENDIX 1 US/S Accounting Procedures SUBJECT: RECORDS MANAGEMENT SECTION! NUMBER: PAGE: EFFECTIVE DATE: A950 1 12/1/90 I. INTRODUCTION A. Scope 1. This procedure represents the complete Records Management program of USX Corporation and applies to all records, including all reproductions, of all departments of USX-, USDG and USS but excluding Marathon and TXO Principal Operating Units. It includes all records on paper, magnetic or optical media, microfilm and any other medium. It applies from the time of the creation of a record through every stage of its development and use until its ultimate destruction. 2. This procedure supersedes all previous expressions on the subject whether expressed in policy or in procedure form. 3. This procedure has been designed to enable the reader to reference a particular Section or paragraph and obtain adequate detail on the Records Management requirements affecting his/her area of responsibility. B. Objectives 1. The objectives of this program, are to provide an orderly plan and guidance: a. To provide protection and security for vital records. b. To enable use of. efficient methods for quick, accurate filing and finding of records. c. To provide for proper utilization of record storage facilities. d. To insure that records are not left to accumulate longer than needed to meet operational and. legal requirements. e. To insure appropriate and timely destruction of outdated records. f. To control records'involved in litigation and tax settlement. 2. Properly applied this activity will reflect itself in the reduction of clerical and administrative time, of office and storage space, and filing equipment. It will preserve records in line with their respective and established needs, and discard records promptly after they have served their intended purpose. US86 Accounting Procedures SUBJECT: RECORDS MANAGEMENT SECTION I ' NUMBER? A9S0 PAGE: 2 EFFECTIVE DATE: 12/1/90 I.: INTRODUCTION ..(Continued) C. Administrative Responsibility 1. The program expressed in this- procedure is based on -basic policies originally developed by a special interdivisional task force in 1963. These policies* operative for some years in individual divisional programs, have thus been tested in experience, and are expressed as a central program in this procedure, rendering unnecessary individualized divisional . re-expression. As of December 1-,- 1990,. the program includes USX, USS, and USDG. 2. Responsibility .for coordinating,. developing and maintaining the Corporate program and guidelines for the Records Management function is assigned to the USX Law Department. The Records Retention Administrator (hereinafter referred to as "Records Management"! is designated to coordinate this program, with, the-Records Management Representatives (or their designees) of the other divisions and subsidiaries, and has the following responsibilities: a. Formulating and issuing new and revised procedures governing the / program. This process-may include the involvement, of Accounting, " Audit, Tax, Law and other departments, as appropriate. b. Approving the locally-developed Departmental Records Retention Schedules in conjunction with Records Management Representatives (see Exhibit A). Where the Master Records Retention Schedule (see Appendix 1) does not adequately address the circumstances, an approved Departmental Records Retention Schedule must be-developed. Hereinafter, the Master Records Retention Schedule, supplemented by an approved Departmental Records Retention Schedule, will be referred to as the "Records Retention Schedule" (see Exhibit B). c. Controlling the-character and tenure of records .entering the appro priate archive facility and those already there, d. Establishing and maintaining an adequate program for identifying, controlling, and protecting records required in litigation, tax settlement and such other needs that may from time-to-time arise. e. Coordinating the destruction of records reaching maturity as well as delaying destruction of those records involved in litigation, tax settlement or other "Hold" (see Section II, paragraph D.6.a) status. f. Maintaining a Corporation-wide program for the protection and security of vital records. US3& Accounting Procedures SUBJECT: RECORDS MANAGEMENT SECTION I NUMBER: PAGE: EFFECTIVE DATE: A950 3 12/1/90 I. INTRODUCTION - {'Continued) C. Administrative Responsibility (Continued) 3. The Audit Division is responsible for checking the status of compliance within the Corporation of the requirements specified in this procedure. 4. Departmental Records Management Representatives are appointed by Records Management Representatives (Exhibit A) to conduct the Records Management function in their respective areas. This function will involve local development of .a Departmental Records Retention Schedule, where the Master Records Retention Schedule (see Appendix 1) is not sufficient, and installation, maintenance, and continuing operation of the Records Management function in accordance with this- procedure. U Accounting Procedures SUBJECT: RECORDS MANAGEMENT SECTION II NUMBER: A950 PAGE: 1 EFFECTIVE DATE: 12/1/90 II. RETENTION, STORAGE. AND DESTRUCTION OB RECORDS A. Basic Concepts: - - 1. Records are either "active" or "inactive". The distinction between the two is not always clear. For practical purposes in Records Management, however, "active".records are usually recognisable as such, and records not clearly "active" are presumed to be "inactive". Examples of active recorder - Titles to property currently .owned by the Corporation; current rate,- authorization, control, or process documents; current period reports and.statements; documents of buying or selling transactions in process; and personnel records of current employees. 2. No retention period .is assigned to records-while in-their active life period. They are simply "active" records. NOTE: ' Some active"and/or inactive records may by their character be uniquely and.unusually "vital",' i.e.', files for disaster recovery, and as such require special treatment. These records are described and. pr.ov; `ided for ,,in.Ser* cti-on III o*f- this< proc.ei-d' ure. 3. At some stage, "active" records become "inactive". A property is sold. Rates, authorizations, controls or processes change. A more current report or statement replaces or supersedes a former one. Transactions are completed* The superseded, closed or changed record: ia now"inactive". 4. Most transactions and records of a corporation, very likely as high as 90X, move by nature from active to inactive status in a rather short period of time, most likely within 30 days or so. Records clearly not "active" are to be considered "inactive", and every inactive record has a prescribed retention period representing the length of time the record should be retained before destruction. 5. A retention period is a composite number of years a record is to be preserved before destruction,' the*elements of which recognize corporate need and justifiable department oz^ division need. 6. Technically speaking, of course, actual inactivity status is beginning for some record every day of every year. It is quite impractical, however, to rate each record so precisely in that regard. Accordingly, for all practical purposes, two rules prevail: US3& Accounting Procedures SUBJECT: RECORDS MANAGEMENT section ii ' NUMBER: A950 PAGE: 2 EFFECTIVE DATE: 12/1/90 II. RETENTION.. STORAGE. AND- DESTRUCTION OF RECORDS (Continued.) A. Basic Concepts- (Continued). 6. (Continued) a-. Except for- obviously "active" records, retention periods begin on January 1 following the year of preparation or receipt of the record. In this concept "current year" simply does not count, and both January and December records become inactive the following January 1. b. Retention periods for the most part are stated in whole numbers of years. EXCEPTIONS: (1) When a retention period is stated in fractions such as 1/52, the record may be- destroyed one week after its receipt (e.g., appointment notices from another department). (2), When a retention period.is stated as "12 months" such a document may be destroyed in the thirteenth month of its life. Similarly, a 1/3 year record may be destroyed in its fifth month. Destruction Date of Inactive Records 7. Since retention periods are equated with calendar years in that they commence on January lr they also end in December. Thus records reach maturity or "destruction date" in Dec. 19XX or Dec. 20XX. Example: A customer invoice is dated November 29, 1990. Customer invoices have a seven-year life. Retention period begins January 1, 1991, and destruction date is reached in December 1997. Unless an official "Hold" (see paragraph Di8.b) delays it, destruction will occur, promptly in early.. 1998. 8. Control of records is achieved by maintaining in each department an approved roster of all its records for each of which a retention period is authorized. This- roster is called a "Records Retention Schedule" as next described. B. Records Retention Schedule - Use. Preparation and Approval 1. An approved Records Retention Schedule as used in this procedure is defined as a published listing of identifiable documents or classes of documents applicable to a given work area for each of which a retention period- expressed in years has been developed, and which bears the approval of the department covered, the responsible Departmental Records Management Representative, the Tax Division, the Law Department,' and Records-Management. Where a Master Records Retention Schedule (see Appendix 1) is not sufficient, an approved Departmental Records Retention Schedule must be developed utilizing the Master Records Retention Schedule as a guideline. US3& Accounting Procedures SUBJECT: RECORDS MANAGEMENT SECTION II NUMBER' A9S0' PAGE: 3 EFFECTIVE DATE: 12/1/90 XX. RETENTION. STORAGE; AND DESTRUCTION-OP 'RECORDS'1.' (Continued) B. Reconrds Retention Schedule - Use. Preparation and Approval (Conti^nued) 2. Existing, previously approved retention schedules currently in effect at various Works, Sales Offices, Headquarters Offices and divisions continue as the basis for the operation of this procedure. ^ 3. Updating revisions to existing schedulesor construction of new schedules are to be developed as soon as possible using one of the forms listed as Exhibit B. 4. The Records Retention Schedule performs the following functions: a. It provides evidence of a controlled program should a court require submission of records. The courts will accept an up-to-date Records Retention Schedule as a basis for establishing the availability of the Corporation's records. b. It permits an accurate, dependable overview- of available records (see paragraph D.5). c. It acts as a directive to the department in dealing with its files both with- respect to aging*, packing, labelling, storing and destroying records. d. It provides the'basis for-periodic movement of records into local intermediate storage Or to archives- (see paragraph D.3). e. It provides the basis for securing-permission-'to use archives (see paragraph D.l.c). f. It permits a restatement in terms'of retention period-of all records already in intermediate storage'or'in Annandale-Archives. 5. It is the experience of those who have developed a Departmental Records Retention Schedule that a preliminary housekeeping review of -files and shelves produces a healthy cleanup of material of' a nonessential nature that has been accumulating over a long period of time. This purge is based on local supervisory judgment and results in a discarding of obsolete, outdated items such as vendor's catalogs, technical publications and periodicals, and other paper no longer regarded as essential. 6. Working from a preliminary listing of records, a file index, or a similar catalog, individual records or classes of records are identified and listed on Departmental "Records Retention Schedule," Exhibit B. USK Accounting Procedures SUBJECT: RECORDS MANAGEMENT SECTION II NUMBER: PAGE: EFFECTIVE DATE: A950 4 12/1/90 II. RETENTION. STORAGE. AND' DESTRUCTION: OP- RECORDS (Continued) B. Records Retention Schedule--" Use. Preparation and Approval (Continued) 6. (Continued) . .....................- < (Either the Exhibit B or the Alternate Exhibit B form may be used for this purpose.) Keeping in mind that the title showing on the Records Retention Schedule establisbes..the title-later to- be-shown on the-"Application for Transfer of Records to- Archives" and the box label, it is necessary to be accurate, indicative, and succinct-regardless of whether the record is a single or a multiple copy record. a. Every effort should be extended to make the list' comprehensive of the department.* s records^ b. The retention period, designated should' primarily reflect department need. After this is established.-reference should-'be made to Appendix 1. As stated in Appendix 1 the. records listed under each of the functional categories are not an exhaustive nor a prescriptive list for any department. A given department- is-, likely to find retention periods on any of the 30 functional pages of Appendix 1. The retention periods listed therein are indicative only for the record or classvof records specified. Many more forms and records exist than those listed. If not shown on Appendix 1, the period designated will be determined by the Departmental Records Management Representative, the Law Department, the Tax Division and Records Management.' If shown on Appendix 1, use that period. This-will expedite approval. 7. After local coordination of intradepartment and division needs the Departmental Records Retention Schedule is to be approved by the Departmental Records Management Representative and sent to Records Management for review and approval also by the Law Department. At this time. Law Department and. Tax Division needs will be considered and-appropriate adjustments to the period will be made as required. 8. Effective date is established by agreement at the time Records Management approval is affixed. At that time provision is also made to approve use of Annandale Archives (see- paragraph D.l.c), and arrangements are made to restate the retention period of the department's boxes already in storage at Annandale Archives (and locally) to the terms of the new Records Retention Schedule. USS& Accounting Procedural SU&JBJT: RECORDS' MANAGEMENT SECTION II NUMBER; A95Q PAGE 5 EFfiEOTIVE DATE: 12/1/90 II. RETENTION. STORAGE. AND DESTRUCTION OF RECORDS. (Continued) C. Local -Intermediate- Storase Areas 1. As current-use files age into limited (not more than once monthly) reference use* many locationsset aside local storage areas for housing these records for occasional reference on a short-term basis. 2. In this location, short-life records (usually destroyed within a year of creation) as determined by approved Records Retention Schedules (see paragraph B) are allowed-to age into.their destruction date, at which time they are disposed of-locally inline with policies (see paragraph D.8). 3. "Longer-life" records (usually retained for more than one year) in these storage areas are kept locally or are transferred to an archive facility as soon as local reference needs warrant in accordance with routines established in-this procedure (see paragraph D.l). - - A. The following minimum guidelines apply to intermediate storageareas: a. Storage areas suited to the purpose should be secure against weather, flood, and unauthorized access, be protected as well as possible against fire, be maintained in a clean and orderly manner, and represent the least possible cost consistent with the principles just stated. b. Every records storage area should be-under the direct control of a supervisory employee.who is responsible for the conditions of the area and the records stored there, for prompt destruction of unnecessary or obsolete records, and for the proper maintenance of.records and indexes for. quick and accurate reference. c. Wherever possible, concentration of the semiactive records function for the- location into one area is reconmended to enable achievement of greater attention to-the-records function, better facilities, better.housekeeping, betterservice, and lower cost. This recommendation, however, does not preclude the use of vaults or department storage-for a limited time. d. All records in the area .are to be controlled by approved Records Retention Schedules (see paragraph B). This includes the require ments that they be packaged and labelled in accordance with paragraph D.3 wherever practicable and thus have a definite destruction date. This practice'also enables ready transfer to archives at the appropriate time without further repacking or relabelling, or destruction if that is appropriate. The Records Storage Box Label (see Exhibit C) is provided for control during intermediate storage. US3K Accounting Procedures SUBJECT: RECORDS MANAGEMENT SECTION, II NUMBER: PAGE: EFFECTIVE DATE: A950 6 12/1/90 II- RETENTION, STORAGE,. AMD DESTRUCTION OF RECORDS (Continued) D. Annandale Archives 1. Annandale Archives- Storage - General Description \ a. The Annandale Archives is maintained by the Corporation on av national basis as a low -cost, maximum-security storage area of large capacity for essential records. The facilities are available to all entities of USX Corporation. While it is generally intended for longer-life records storage, some facilities are available to accommodate intermediate---life records. Elaborate reference and look-up service is not available. (1) Under the normal retention/destruction program records enter Annandale Archives on a controlled permission system. Making due provision for the Law Department and Tax Division needs for records involved in litigation or tax settlement (as described in paragraphs D.5.a through D.5.d and D.6.a through D.6.e), a controlled system for destroying-matured records is provided. A limited reference service and'a qpick return-to-owner service exists.- It should be:noted- that all records entering the Annandale . facility'for storage continue to be owned by, and are the property of, the department or entity from which they originated'. Any subsequent transferral of this ownership must be made through' appropriate accepted-legal authorization. (2) Annandale Archives is also the depository for the "Protection of Vital Records"- program- (see Section III). Redundant copies of certain recbrds-are-filed by specified responsibilities at this single point on a rapid turnover basis as insurance against a major national or a-cripplings local catastrophe. Disaster recovery files for balance'sheet and related underlying, statements and values from the last closing are on file at Annandale Archives. These are supplemented daily, weekly, or per occurrence in-prescribed form; time, and method with interim values in the dynamic areas (shipments/billings/ collections, payables check registers/remittance listings and in transit, payrolls, cash changes, etc.) to enable reasonable restatement of balance sheet values to date of catastrophe in the event that catastrophe occurs before the next closing is filed. When the relatively short retention periods specified for these files expire, such files are destroyed or recycled. Thus, no connection exists with the standard retention program. In addition, the Protection of Vital Records (See Section III) also makes provision for a special protection copy of certain vital Corporation records such as engineering drawings, stock transfer details. Corporate minutes, etc. US& Accounting Procedures SUBJECT: RECORDS MANAGEMENT^- SECTION II NUMBER:. A950 PAGE: 7 EFFECTIVE DATE: 12/1/90 I II. RETENTION. STORAGE. AND DESTRUCTION OF RECORDS (Continued) D. Annandale Archives (Continued) 1. Annandale Archives Storage - General Description- (Continued) a. (2) (Continued) The essential value of this protection system is to have these copies at a single central location ? -thus-- effectively foreclosing the need of starting from scratch in the event of disaster. b. No record may be sent to the Annandale Archives for storage until "Application for Transfer of Records, to .Archives". (Exhibit E) has been, approved by the Departmental Records Management Representative, approved by Records Management-? and recorded by Annandale Archives. Details to be observed, in. preparing this form appear on Exhibit E. c. As soon as a department has an approved. .Records. Retention Schedule or uses the Master.Records Retention Schedule (see Appendix 1), , preparation of the Annandale Archives ."Application" (Exhibit E) is a matter of listing the applicable records on this form and submitting it for approval and recording. d. An approved "Application" (Exhibit E) shall be valid for a period of five years, at which time a reapplication shall be processed. e. Application to transfer records to Annandale Archives that are not yet on the Records Retention Schedule is also made on this form. Approval by the Departmental Records Management Representative and Records Management constitutes a conditional permission which is rescindable at any time. It is to be considered tentative and in anticipation of prompt approval of a Records Retention Schedule in cases where the Master Records Retention Schedule is not sufficient. As soon as a Records Retention Schedule is .approved?, reapplication on Exhibit E is required. f. It is a matter of policy to guard the character and tenure of records approved for entry into Annandale Archives. The intent is to limit the use of Annandale Archives as follows:1 (1) To essential, infrequent use records needed to satisfy department, division, subsidiary as well as Corporate needs as indicated on the Records Retention Schedules. US3K Accounting Procedures SUBJECT: RECORDS MANAGEMENT SECTION II* NUMBER: A950 PAGE: 8 EFFECTIVE DATE: 12/1/90 II. RETENTION. STORAGE. AND DESTRUCTION OF RECORDS (Continued) D. Annandale Archives (Continued) 1. Annandale Archives- Storage- - General Description (Continued) f. (Continued) (2) Act as depository for outdated records held beyond normal destruction date to satisfy litigation and tax settlement needs. (3) Serve as a guardian location for "vital" records as described in Section III. . Conversely stated, every effort will be exerted to prevent unnecessary and unwanted records to enter (or stay) at Annandale Archives. Records of a waste-basket character should be deposited into a waste basket. There is, furthermore, great danger of forgetting "out of sight'records". This effect'is-easily heightened by an uncontrolled interment at Annandale Archives, and will be avoided administratively to the extent possible. g. The character and tenure of records entering Annandale Archives is, therefore, controlled.by the following qualifications: (1) Only those records appearing on an approved Records Retention Schedule are eligible-. Tentative storage space may, however, be granted in anticipation of prompt submission for approval of a Records Retention Schedule. (2) No records are to enter except those authorized on an "Application for Transfer of Records to Archives" (Exhibit E). Those entering on a tentative authorization basis are subject to the terms`specified on the Records Retention Schedule in anticipation of which tentative approval was granted. (3) They must be packaged and labelled in accordance with paragraph D.3 of this procedure. (4)- No records from locations other than 600 Grant Street Headquarters1 Offices will be approved for entry unless the term of storage at Annandale Archives is at least two years. Records from 600 Grant Street Headquarters' Offices will qualify for admission with a minimum of one year storage. (5) Records in a given box should essentially have a common destruction date to the extent practical. US3& Accounting Procedures SUBJECT: RECORDS MANAGEMENT SECTION II NUMBER: A950 PAGE: 9 ' EFFECTIVE DATE: 12/1/90 II. RETENTION. -STORAGE. AMD DESTRUCTION OF: RECORDS (Continued) D. Annandale-Archives (Continued) 1. Annandale Archives Storage - General Description (Continued) g. (Continued) (6). All records must have a fixed destruction or review date. No category sueh as "Permanent" exists. The longest period is "50 years, review", and-this designation isrused sparingly. Since - the Corporation'is not in the business of writing history books, only such records will be preserved as are essential and are approved as-such by the Law Department and Records Management. ( 7) Annandale Archives - cannot accept supplementary or other updating data for insertion into a file or box already in storage; Such items are to be included in boxes subsequently sent to Annandale Archives ;' Local units must establish and maintain suitable cross reference controls between the antecedent box already in storage and the supplementing box being sent. This technique is best accomplishedby noting the first buff label copy already at hand for the affected antecedentbox with the notation "see box number YY for updating and supplementary data", and the labels for the supplementary box "supplementary data for file box XX". 2. Transferring Material to Annandale Archives a. Pittsburgh Headquarters units will make arrangements with Connnunications Services Mail and Courier for pickup of boxes. b. A single truck trip in each direction between 600 Grant Street and Annandale Archives is scheduled for each of the working days Monday through Friday, holidays excepted, and is subject to weather or other emergency conditions. c. Other units who ship either directly from active files or from intermediate storage are subject to the following:1 (1) When fewer than 25 boxes of records are to be shipped in a single shipment on the same day from one location, no separate arrangements with the Annandale Archives need be made except the notice given by sending the first buff label copies in a single envelope one day before shipment. \JSM Accounting Procedures SUBJECT: RECORDS MANAGEMENT SECTION II NUMBER: PAGE: EFFECTIVE DATE: A950 10 12/1/90 It; RETENTION'. STORAGE. AND'DESTRUCTION OF RECORDS' (Continued) D. Annandale Archives (Continued) 2. Transferring Material to Annandale Archives (Continued) c. (Continued) (2)` When 25 or more boxes are ready to be shipped in a single shipment on the same day from one location, submit to the Archives ` in duplicate "Permission to Ship .Records to Archives" Form-01.003'.0364 (see Exhibit F attached). Do not ship material until approval to ship has been received-from Annandale Archives on the duplicate copy submitted to them. (3) Refer in advance transfers of 100 or more cases to Manager Traffic, Truck Services.for special routing through a transshipping trucker who is Able to enter the mine. (4) Address for Railway Express or Rail Ffeight: Annandale Archives USX Corporation Annandale, Butler-County, PA 16020 NOTE: Especially valuable records should always be shipped express, declared as of special value. (5) Address for private truck or truck freight: Annandale Archives USX Corporation c/o Newcomer Truck Lines 1200 Island Avenue McKees Rocks, PA 15136 (6) Do not send records via Parcel Post. (7) Shipments are to be sent prepaid and at the expense of the shipping location. (8) The Newcomer Truck Lines' truck can clear the 8 ft. high mine entrance and can make delivery to any location within the Mine. Newcomer Truck Lines will bill freight charges to the shipper. (9) Shippers using truck or rail freight are reminded of the several handlings or transshipments of the boxes, and the consequent risk of loss or damage. US3K Accounting Procedures SUBJECT: RECORDS MANAGEMENT SECTION II NUMBER: A950 PAGE: ll EFFECTIVE-DATE: !l`2/l/90 II. RETENTION. - STORAGE. AND DESTRUCTION OF,-RECORDS (Continued) D. Annandale Archives (Continued) 3. Packing and Labelling Inactive Records a. Even-though local storage requirements for short-term records may not be as rigorous, in the interest of uniformity and in anticipation of ultimate shipment to Annandale Archives of some of the records from local storage, it is desirable that all records packaged for local storage anticipate certain Annandale Archives1 regulations that are more fully described in paragraph D.l. ' To be eligible for storage at Annandale Archives, records must: (1) Have a relatively infrequent reference level; (2) Be authorized by the-Departmental Records Management Representative arid Records Management on an "Application for Transfer of Records to Archives", (Exhibit E); (3) Be packaged and labelled in accordance with this procedure; (4) Be contained iii a box labelled with precisely the word titles i . listed on the "Application", (Exhibit E), arid Column 4 of the ' label must reflect the "recorded by Archives" date shown in the upper right comer of the "Application"; (5) Have- a term of "storage of at. least two full years at Annandale Archived -except for records from 600 Grant Street Headquarters (the latter qualify with a one-year minimum at Annandale Archives); (6) To the extent possible, be packed with other records which have the same- or most proximate destruction date; (to pack records bearing a Dec. 2012 destruction date in the same box with records maturing in Dec. 1992 defeats-the program since the destruction datei for the whole box is determined by the most"distant destruction date of any of its contents); (7) For security purposes, be packed only with other records of the same department, within-each box. (8) Have a fixed destruction date or an authorized review date. b. Most records can be stored in standard Annandale Archives storage boxes of which 3 sizes are available (Exhibit J): i US3& Accounting Procedures SUBJECT: RECORDS MANAGEMENT .* * SECTION II NUMBER: PAGE: EFFECTIVE DATE: A950 12 12/1/90 II- RETENTION, STORAGE. AND DESTRUCTION OF RECORDS (Continued) D. Annandale Archives (Continued) 3. Packing and Labelling Inactive Records (Continued) b. (Continued) 813 Letter size 815 Legal size - Do not use for letter size files. 8lt For tab card use only when cards are in tab card boxes. Do not use for letter size or legal size files. Tab cards must always be pre-packaged in manufacturer's boxes, and no more than three"manufacturer's boxes packed into one //17- box. Cancelled checks or other unit card data when not; in smaller sized manufacturer's boxes are to be packaged in the 813 box. MAXIMUM WEIGHT FOR ANT BOX IS 35 POUNDS. c. Rare exceptions may exist where the standard boxes do not fit, such, as for ledgers or similar bound records. These may be wrapped in brown paper and securely taped (and labelled - see paragraph D.3.m). Nothing thicker than 10-1/2 inches, including wrapping, is acceptable, and then only as a rarity. d. Records in any box or package should have the same destruction date (see D.3.a.(6)). e. Preserve the same file arrangement in the boxes as was maintained in the active file. Send records in their folders. If looseleaf binder pages are involved, put them into folders with appropriate description on folder. If cards are involved,- band them with tape or string, and separate rows with cardboard. f. The index control requirements at Annandale Archives as well as the annual notice from Annandale Archives of boxes reaching maturity (see paragraph D.8.b.(2)) prevent allowing the label to be used for a detailed manifest of the box's contents. Although a degree of latitude is possible by adroit use of column 2 of the label, column 1 of the label must reflect the precise word title listed on the "Application for Transfer of Records to Archives" which title appears literally also in the Records Retention Schedule. g. When it is necessary or desirable to pack into a single box a variety of. subject files, reports, studies, etc., each of which requires identification by unique title, the sender is obligated to maintain a manifest of these titles locally. Exhibit D, "Manifest" form is recommended for this purpose. It cross references to the Packing Number (next described) with the Archives Room-Section-Shelf-Box . procedures Accourrf**^ _--:---------------- ---------- :---- ^_^vMKNT ^.CORDS SECTION II . NUMBER: A950 ' PAGE: 13 EFFECTIVE DATE: 12/1/90 ,F. AND DESTRUCTION OF RECORDS :>37ION, S' Awiandala A/'*:hives (Continued) (Continued) .^Labelling inactive PacklA# (Continued) jnued) 8- ('// and serves as" a finding index for box number, when searching for Tfrf\j ;/jue title. In the meantime,- column 1 of the Label shows "subject or "studies" or whatever, designation is provided for on the f' ' -ds Retention Schedule. pm' */king box number is to be assigned to each box starting with 1 and h. A V ,,mating this serial sequence each.time boxes-are packed. Space P^'^ovided op the. label for this "Packing Number!' (see Exhibit.C). " uninterrupted serial sequence to be maintained by_each. unit TM /Jdas both a local reference control identification and a pft rocal cross reference capability to the Archives r0,/'^Section-Shelf-Box number. If this practice does not already it should commence at once in each unit, and a manifest record e/t jd be maintained locally of box title and packing box number to ah' i, the Annandale Archives number is added when the completed label whi' i umed from Annandale Archives, 1* use rubber bands. Keep records dust and wrinkle free. Don't i* N** *i.uff boxes. Fill partially filled box with newspaper stuffing. WEIGHT FOR ANY BOX IS 35 POUNDS. lids with taPe to seal against accidental opening in handline j- S* in transit. 6 . j,, ae-part snapout label is prescribed both for archives boxes and k. A l^ges. Attached Exhibit C sets forth detailed instructions on I'"1 aration and usage of labels. nt |ill(re than one label is to be applied to any box. (For boxes with 1. N< lited contents see paragraph D.3.g on local manifest . . ize packages (see paragraph D.3.c above) are to be labelled as m. Oil'1 fl,l l"*8, If the longest dimension of the package does not exceed 24 Inches, affix the label to the package on the edge side having the shortest dimensions, centering vertically and horizontally. \JSJ& Accounting Procedures SUBJECT: RECORDS MANAGEMENT ___________ section,ii` NUMBER: PAGE: EFFECTIVE DATE: A950 14 12/1/90 II. RETENTION. STORAGE. AND DESTRUCTION OF RECORDS (Continued) D. Annandale Archives (Continued) 3. Packing and Labelling Inactive Records (Continued) m. (Continued) (2) If the longest dimension is over 24 inches, affix the label to the edge side (thickness) having the longest dimension, centering vertically and horizontally. n. Boxes and packages should be labelled as described in Exhibit C and in paragraphs k, 1, m, for temporary intermediate storage where such exists for this purpose at Plants and outlying points (see paragraph D.3). When such material is ready to be transferred to Annandale, (at expiration of local storage), the first buff label copy for each box or package is to be sent to Annandale Archives in a single envelope in-line with directions on Exhibit C. 4. Requests for Access to Own Department Records at Annandale Archives a. Requests for records from the Annandale Archives may be made only by management personnel or by a records clerk or custodian who has been authorized to handle requests for his/her location. Such requests should be comnunicated under the direction and consent of the Departmental Records Management Representative to the Supervisor Annandale Archives. b. The person desiring a record from the Annandale Archives makes his request by letter or telephone to the Annandale Archives, identifying himself by name, title, company or division, location, and address or telephone number. The request must describe the item desired including the box identification, the name or description of the file, the title of the folder, or subdivision of the file within the box, as accurately as possible, and a detailed description of the particular item desired. c. To prevent unauthorized access to records, the Annandale Archives will require that the room, section, shelf and box no., and the name or description of record, company or division, location and department or section be given in the request in exactly the form they appear on the copy of the "Records Storage Box Label" returned to the originating location as an index record. In this way, the originating location can control access to the records in the Annandale Archives by controlling access to the index records. Um Accounting Procedures SUBJECT: RECORDS MANAGEMENT SECTION II NUMBER: PAGE: EFFECTIVE DATE: A950 15 12/1/90 II, RETENTION. STORAGE. AMD DESTRUCTION OP RECORDS (Continued) D. Annandale Archives (Continued) 4. Requests for Access to Own Department Records at Annandale Archives (Continued) ______________ d. The Annandale Archives may require that a request in writing be signed or approved by the supervisor of the department, section or division sending the records to storage, as shown by the box label, or that a telephone.request shall comq from him. In place of, or in addition to the . foregoing, the Annandale Archives may-at its discretion, send a requested, record..ta the supervisor of the department, section or division sending the records to storage rather than the person making the request, or may decline to give information by telephone to a person other than such supervisor ^ . e. Requests that involve searching, compiling, or preparing reports from data contained.'on records stored at the Annandale Archives cannot be . accepted by office personnel. If a. search for.important information is required and the return, of large volumes of records is impractical, a personal visit by? a member of the responsibility involved is arranged through the Records Retention Administrator, USX Law Department, 600 Grant .-Street, Pittsburgh, PA 15219. When long distances make such visit impractical, a written request explaining the requirements, and signed by the head of the- department or responsibility, is sent to the Records Retention Administrator who will arrange, where possible, to make a reasonable search for the records. f. Transmittal Records from Annandale Archives (1) Unless specified to the contrary, the Annandale Archives will send a photocopy of the actual record whenever possible. Once the recipients' need has been satisfied, he should destroy the photocopy- and not- return it to the Annandale Archives. (2) When it is imperative that the original record is required , it should be so stated in the request. Whenever the original is furnished, it is ultimately to be returned to the Annandale Archives. (3) When actual records are removed from boxes stored at the Annandale Archives and are transmitted in response to a request, the Annandale Archives will maintain a charge-out list of all such data, and will relieve charge-out list only as records are returned. ySXK Accounting Procedures SUBJECT: RECORDS MANAGEMENT SECTION II' NUMBER: A950 PAGE: 16 EFFECTIVE DATE: 12/1/90 II. RETENTION. STORAGE. AND DESTRUCTION OF RECORDS (Continued) D. Annandale Archives. (Continued) 4. Requests for Access- to Own Department Records at Annandale Archives (Continued)______ . f. Transmittal Records from Archives (Continued) \ \ (4) Boxes in storage at the Annandale Archives may be recalled by their owners on a limited basis. As authorized personnel (see paragraph D.4.a above) make a proper request, the box is charged out and returned .on the next available daily truck. If boxes returned to departments are destroyed locally, it is necessary to advise Annandale Archives of this destruction since the space vacated by returned boxes is reserved for their eventual return. (It is obviously desirable to avoid shipping cost by destroying locally when that is in order.) (5) Recalled boxes may be returned to Annandale Archives without reapplication after need in the department has ceased. It is to be understood, however, that Annandale Archives is not intended as a depository for overflow records nor for records requiring more than infrequent reference. Should the same records acquire a "shuttle service" character, the "Application" for transfer controlling them is subject to review and revision. It is to be realized that a limited work force at Annandale Archives is neither intended nor capable of being a remote file clerk service. 5. Requests for Access to Records of Other Departments (whether in storage at Annandale Archives or held locally) a. In the normal course of business very few records authorized for retention in the department schedules are put to use beyond the internal needs of the department. All records, however, are in fact Corporate records, and are authorized for retention also to be available to the Law Department for Corporate needs. In addition, records frequently are required by the Tax Division in resolution of tax settlements, and on occasion other departments may have a need for them. b. The need of one department for records of another department is usually of very short duration, and is arranged between departments at appropriate levels through proper channels. Whenever possible, original documents should be returned to their source department, to be maintained in accordance with this procedure. Duplicate or facsimile copies should be retained by the other department-only as long as required for their use, but in no case longer than the scheduled retention period for the original documents unless subject to a record Hold. The department which possesses the duplicate or facsimile copies is responsible for their destruction in accordance with the Records Retention Schedule. US$ Accounting Procedures SUBJECT: RECORDS KANAGEHBKT SECTION II NUMBER: A950 PAGE: 17 EFFECTIVE DATE: 12/1/90 IX. RETENTIONr <TMWAfiB'. AMI DESTRUCTION OF RECORDS (Continued) D. Annandale Archives (Continued) 5. Requests for Access to Records of- Other. Departments (Continued) b-. (Continued)- Any difficulties encountered in locating or acquiring department records for cases- of this kind- are to be referred to Records Management. c. Litigation with private parties or actions involving state and federal governments or their taxing or regulatory agencies may at times be for longer periods of time. It is often the case that records needed to respond to the demands of these parties involve many locations and units of the Corporation. These dispersed records need to be located, collected and protected until the cases are fully resolved. d. In matters of litigation or in actions involving state and federal taxing or regulatory agencies. Records Management is specifically named to act as coordinator to locate and-; collect all necessary documents based on advice from the Law Department or the Tax Division. Records Management will direct those who require records to act through the appointed Departmental Records Management Representatives in the search for and collection*of the required.documents. Annandale Archives and local departments are required-to refer all requests for records for these purposes to Records Management for prior clearance, and are not to furnish or make files available until such clearance is given for each case. ............... 6. Notice of Temporary Delay of Destruction-of-Records - "Hold" a. Should these cases extend beyond November of a given calendar year, all affected units will be furnished by November 15 with a "Notice of Temporary Delay of Destruction of Records" referred to in short as a "Hold" (Exhibit G). Since retention periods are equated with calendar years ending in December, the danger exists that maturing records still essential to open litigation or tax settlement might inadvertently be destroyed. It is the function of Hold to alert involved units to defer destruction of specified records. US*& Accounting Procedures SUBJECT: RECORDS MANAGEMENT NUMBER: PAGE: EFFECTIVE DATE: SECTION.II ` A950 18 12/1/90 II. RETENTION. STORAGE. AND DESTRUCTION OE RECORDS (Continued) D. Annandale Archives (Continued) 6. Notice of Temporary Delay of Destruction of Records - "Hold" (Continued) b. Based on advice from the Law Department and the Tax Division, Records Management will initiate the required Holds for those cases extending beyond year-end destruction dates and deploy them to the affected Departmental Records Management Representatives and units. In this role, up-to-date and clearly described Records Retention Schedules are a critical need. c. . Since these Holds represent open litigation, tax settlement, or other Corporate needs, they apply with equal force to all records regardless of whether stored at Annandale Archives, in local intermediate storage, or in department files. d. Normally as needs for such records occur, direct contact is established at the time the need arises. Should the formal Hold lead to discovery of additional local records not previously referred to. Records Management is to be advised at once to enable prompt investigation and proper instructions. e. The status of each Hold is reviewed no less than once annually by Records Management, and instruction to continue the Hold or to resume normal retention/destruction practices is given on a timely basis. (see paragraphs D.8.b and D.8.c). 7. Corrections or Chances in Records Storage Box Labels When an error is discovered.in a Record Storage Box Label, Exhibit C, or when as the result of any examination or review a change or correction in any of the information on a Records Storage Box Label appears to be necessary, the change is made as follows: a. Requested changes in destruction date or in restrictions on destruction of any records in the Annandale Archives may be made only by means of a letter in duplicate countersigned by the Departmental Records Management Representative of the department or division, authorizing the change. (If the new destruction date or the new restriction on destruction does not conform to the Records Retention Schedule, a revised Records Retention Schedule must be processed in accordance with Section II, paragraph B before requesting Annandale Archives to make the change.) The letter must identify the box by room, section, shelf, and box number, and the change to be made. Annandale Archives will refer these requests to Records Management for concurrence. On return to Annandale Archives the duplicate copy of the letter marked "Noted by Archives" will be returned by the Annandale Archives who will adjust their index record to note the Accounting Procedures SUBJECT: RECORDS MANAGEMENT SECTION II NUMBER: A950 PAGE: 19 EFFECTIVE DATE: 12/1/90 I!'. RETBtrrcOSv.-'STORAGEt AND DESTRUCTION OP RECORDS (Continued) Dt Annandale Archives- (Continued)- 7. Corrections or Changes in Records Storage Box Labels (Continued) a.- - (Continued) change. Extreme care must be exercised by the requesting department ' that the. changes are- also properly marked on the existing buff file copy of the -label maintained locally for control* The provisions just . cited apply- also to -requests for change of dates occasioned by the year-end "Notice of Intent to Destroy Records" (Exhibit H) and the attendant year-end destruction lists (Exhibit I). b. Changes or corrections in any information on the Records Storage-Box Label other than the destruction date or restrictions on destruction may be authorized by a request in writing to the Annandale Archives from the department head sending the records to storage. These are subject to review by Records Management. NOTE: Units, will observe that Annandale Archives controls its records via index cards. All essential details are marked in this library control, and it is impractical for Annandale Archives to actually change the label on the box. Users must keep- this in mind should a box be returned for which changes have been authorized. This also makes it doubly necessary for-departments to properly mark their copy of the label and manifest with the authorized data. 8. Destruction a. Responsibility for and Time of Destruction (1)- Destruction of records is the responsibility of the department or section having custody of the records at the time they reach authorized-destruction date. (2) As indicated earlier, destruction dates mature in December XXXX. Subject to the further provisions of this Section, records are to be destroyed as soon as practical after January 1, but not later than March 1. US2K Accounting Procedures SUBJECT: RECORDS MANAGEMENT SECTION H` NUMBER: PAGE: EFFECTIVE DATE: A950 . 20 12/1/90 II. RETENTION. STORAGE. AND DESTRUCTION OF RECORDS (Continued) D. Annandale Archives (Continued) 8. Destruction (Continued) b. Authority for Destruction,. Notice of Intent to Destroy and "Notice of Temporary Delay of Destruction of Records" ("Hold") - Annandale* 1 Archives_______________________ ;___________________________ (1) No additional permission or -authority to destroy needs to be sought once the destruction date has arrived. However, as a matter of policy, Annandale Archives will advise department heads no later than November 30 of the boxes in storage that reach destruction date as of December 31. (2) For this purpose."Notice of Intent to Destroy Records" (Exhibit H) and list of "Records Reaching Authorized Destruction Date" (Exhibit I) is forwarded to the Departmental Records Management Representative involved in duplicate, with copies to Records Management. (3) Applied to these lists in collaboration with Records Management are "Notice of Temporary Delay of Destruction of Records" ("Hold" - see paragraph D.6.a through e and Exhibit G.) These Holds apply equally to records in the departments, in intermediate storage, and in Annandale Archives. For this reason information copies of Holds are attached to Annandale Archives lists that 'are apt to contain them or where the likelihood of records covered by the Hold exists. In the event no lists exist in a particular year, copies of applicable Holds will be furnished departments directly where records are suspected to exist of the kind requested by the Hold. (4) These Holds represent open litigation, tax settlement, or other corporate needs as specified within them, and as such apply to records with equal force regardless of whether in storage at Annandale Archives, in intermediate storage areas or in departmental files. (5) In the event that the Corporation is in litigation or in tax settlement involving records reaching destruction date, provision for identifying affected records is made on Exhibit H and Exhibit I for advising Annandale Archives to temporarily delay destruction of those boxes involved in the litigation or tax settlement. Additional local records applicable to the Hold not previously referred to Records Management should be indicated to them at once for investigation. In the meantime destruction is to be delayed pending response. USS& Accounting Procedures SUBJECT: RECORDS MANAGEMENT SECTION II NUMBER: A950 PAGE: 21 EFFECTIVE DATE: 12/1/90 II. RETENTION, STORAGE. AND DESTRUCTION OF RECORDS (Continued) D. AnnanAale Archives- (Continued) 8. Destruction (Continued) b. Authority for Destruction* Notice of Intent to-Destroy and "Notice of Temporary Delay of Destruction of Records" ("Hold") - Annandale Archives (Continued)_______________________________________________________ (6). All records involved in aiiy. Hold are thus known by box number and location by Records Management. No such impounded records are to be destroyed until appropriate clearance- is given in writing on the Hold fora in the section provided. (7> In certain cases special provisions for separate and-controlled storage will- be=-arranged by. detailed instructions in writing to all affected parties by Records Management. ' . "ZT ../ .*c c. Destruction in Storage Areas other than Annandala Archives. (1) Records which are being held*in local areas in accordance with approved retention schedules may be destroyed at the end of the period specified in the schedule without further authorization - unless bound by a Hold. It is recommended, however, that notice of intention to destroy the records, identifying them both by box number and by title or description and date, be given over the signature of the Departmental Records Management Representative to the department primarily responsible for the records 30 days before the records are destroyed. (2) Records being retained in files or in storage for which no retention has been approved should be made part of the Records Retention Schedule. (3) Local records involved in litigation or tax settlement, or required for other actions are to be preserved until the need has passed and the authority which requested the Hold releases the records for destruction. d. Destruction in Ordinary Course of Business (1) Paper records will be destroyed by sale as waste to an authorized waste paper dealer. This includes records ordinarily considered as confidential, such as cost and profit information, salary and personnel records, except where a restricted destruction is authorized. (2) At locations where an authorized, bonded waste paper dealer is not available, paper records will be sold as waste to other dealers. In such cases, confidential records will be mutilated before sale. \JSy& Accounting Procedures SUBJECT: RECORDS MANAGEMENT SECTION .II NUMBER: A950 PAGE: 22 EFFECTIVE DATE: 12/1/90 II. RETENTION. STORAGE. AND DESTRUCTION OF RECORDS (Continued) D. Annandale Archives (Continued) 8. Destruction (Continued) d. Destruction in Ordinary Course of Business (Continued) (3) When destruction of paper records by sale as waste is impractical, they may be disposed of in the most convenient manner, except that confidential records will be mutilated before disposal, or incinerated under proper circumstances. e. Restrictions on the Manner of Destruction (1) Restrictions on the manner of destruction of records may not be specified except after proper approval. A restriction on the manner of destruction will be approved only in unusual circumstances.' (2) For records whose destruction is authorized by a Records Retention Schedule, the restriction is to be made a part of the schedule and approved in the same manner. f. Hauling Contracts All contracts involving hauling of records have been conditioned by the Purchasing Department to specify that records will be hauled either in closed trucks or be protected by tarpaulin in an open truck. g.Records of Destruction (1) Under a Records Retention Schedule When records are destroyed in accordance with an approved Records Retention Schedule, no record of the destruction is necessary except when required by contract, by law or by government regulation. Any such requirement should be noted in the schedule. (2) Under a Special Authorization When records are destroyed in accordance with a special authorization not a part of an approved Records Retention Schedule, the supervisor of the department or section responsible for the destruction should note on the authorization the date of destruction with his signature. Accounting Procedures SUBJECT: RECORDS MANAGEMENT SECTION II NUMBER: PAG?: EFFECTIVE DATE: A950 23 12/1/90 II. RETENTION. STORAGE. AND DESTRUCTION OF RECORDS (Continued) D. Annandale Archives (Continued) 8. Destruction (Continued) N g. Records of Destruction (Continued) (3). It is highly important that the buff label copies of boxes to be destroyed or already destroyed be destroyed themselves. Experience with these "ghost!1 labels has been uniformly unsatisfactory in that each label is not properly marked at the time of destruction of the records., This leads later to recall of the box to investigate, only to find that the. old storage' location has had a successor box assigned' to it. To ,, forestall such needless rechecking, labels of destroyed boxes ar$; tp be destroyed at once. (As Records Retention Schedules are approved and boxes thus become eligible for destruction, Annandale; Archives will accept these label copies with appropriate instructions to destroy in lieu of cumbersome lists intended for the same purpose.) (JS)SK Accounting Procedures . - * --. . >. - SUBJECT:, RECORDS MANAGEMENT -- ...................... . " ......... -- section hi NUMBER: PAGE: EFFECTIVE DATE: A950 1 12/1/90 III. PROTECTION OF VITAL RECORDS A. Basic Concepts 1. Records considered as "vital" within the meaning of this procedure are defined as those essential to corporate continuance or resumption, are primarily active, current, single-copy records not now adequately protected in their current location, and are prohibitively expensive or impossible to reassemble or reconstruct. 2. In reality there are very few records of this nature by virtue of the existence of duplicate copies dispersed at one or more locations sufficiently removed from the first to afford adequate protection. Similarly, local protection by isolation or by fireproof vault or similar housing practices may be adequate to the need. In other cases reassembly is so easily achievable that the term "vital" is inapplicable. 3. The intent of a protection system for vital records is to have copies of certain records on a current basis continuously on file readily available for use at a single, central location, thereby effectively foreclosing the need for starting from scratch, if indeed that is even possible, in the event of a disaster. These copies, wherever possible, should be redundant to the normal retention/destruction program to enable relatively quick turnover consistent with the need once the emergency exposure period has passed. Records may be retained in forms other than hard copies but the specifications must receive prior approval of Records Management. 4. It is hardly likely that every record so gathered would be used at any one time even in the event of a major catastrophe (such as nuclear attack). It is more likely that one sector or another of the Corporation could be involved in destruction or damage resulting from fire, explosion, water, or malicious vandalism. Because the need will develop only in unknown circumstances and places, it is essential that the specified documents be filed as assigned in the form, time, and method prescribed. Periodic review for compliance will be made by the Audit Division and reported to Records Management. 5. The Records Management Representatives are responsible for identifying, and developing and maintaining adequate protection for vital records in their respective areas, with the concurrence of Records Management. US/& Accounting Procedures SUBJECT: RECORDS MANAGEMENT SECTION -III NUMBER: PAGE: EFFECTIVE DATE: A950 2 12/1/90 III. PROTECTION OF VITAL RECORDS (Continued) B. Specific Records to be filed at Annandale Archives ^ 1. In spite of the safety afforded by dispersal, by adequate local protection practices, and even though reassembly is possible in the event of catastrophe, an executive decision has been made applicable to all corporate units, requiring certain specific documents to be filed at Annandale Archives on a currently continuing basis as insurance against a major national or crippling local catastrophe. 2. The "vital" records identified on the succeeding pages of this section are illustrative and operative for the units indicated as follows: Section III A. Stock Transfer Details Page 3 B. Corporate Minutes of: Board of Directors Corporate Policy Committee Audit Committee Organization Committee Compensation Committee Financial Policy Committee Public Policy Committee ) ) ) ) ) ) ) Page 4 C. Electronic and Electro-Mechanical Operating Procedures and Programs Pages 5,6 D. Reconstruction of the Balance Sheet - USX Page 7 Divisions as well as certain Domestic and Foreign Subsidiaries are required to adopt the USX plan as authorized for each, or to file unique programs adequate to their local needs for approval by their Headquarters' supervision and Records Management. USX& Accounting Procedures SUBJECT: RECORDS MANAGEMENT - SECTION III NUMBER: PAGE: EFFECTIVE DATE: A950 3 12/1/90 III. PROTECTION OF VITAL RECORDS (Continued) C. Filing Requirement A - Stock Transfer Details Title or description of record: Stock Transfer details. Responsible department or office: Office of the Secretary - Stock Transfer Department Frequency and time of submittal: Daily. Coding Identification: In lower right-hand corner of each envelope show: A-X-date A Identifies category as Stock Transfer Sheets X * Serial number of envelope for the year, advanced by one for each transaction day Date Date of Transaction (The fourth mailing for 1992 would be marked A-4-January 7, 1992.) Retention details: On May 1 of each year all envelopes bearing a transaction date prior to the date of record of the annual meeting are to be destroyed. Comments: \JSK Accounting Procedures SUBJECT: RECORDS MANAGEMENT section iii NUMBER: A950 PAGE: A EFFECTIVE DATE: 12/1/90 III. PROTECTION OF VITAL RECORDS (Continued) < D. Filing Requirement B - Corporate Minutes Title or description of record: Minutes of: Board of Directors Audit Committee Organization Committee Compensation Committee Financial Policy Committee Public Policy Committee Responsible department or office: Secretary's Office. Frequency and time of submittal: Monthly as completed. Coding Identification: A serial number for each category advancing by one with each submission together with description and date of meetings are affixed in upper right-hand corner. Retention details: These envelopes are to be filed in the Secretary's Special Files, Drawer 50 at Annandale Archives. Comments: These envelopes will be recalled and destroyed when bound volumes are filed at Annandale Archives under the regular retention program. \JSM Accounting Procedures SUBJECT! RECORDS MANAGEMENT r, ...... .... - -' ' ,1 SECTION- III ng . /V,.' ^NUMBER- .A950 PAGE:............. 5 EFFECTIVE DATE: 12/1/90 ' ' J.. III. PROTECTION OF..VITAL RECORDS (Continued) E> Filing- Requirement C - Electronic and Electro-Mechanical Operating.* 1 Procedures and. Programs .. _________ 1. This fiEEng requirement recognizes that inherent in the Chief Accounting Officer's responsibility at each data processing location is the formulation, installation, and operation of programs and contingency plans that enable resumption of data processing operations in the event of fire, explosion, water damage, or malicious vandalism. It is also assumed that all programs and plans bear the approval of the applicable Chief Accounting Officer (Division Comptroller, Subsidiary Comptroller, ate.). 2. Although the-nature of the equipment determines the complexity of the programs and'plans, the program and plan for any one data processing location- will recognize two- items: a. Operating instructions, systems documentation, programs, master files, etc. b. Data in process, back-up files, and data derived from periodic dumping operations. 3. It is mandatory under this filing requirement that each data processing location use Annandale Archives as the off-site, central depository for filing and maintaining an up-to-date copy of its- disaster-recovery program and plan in which operating instructions, system's documentation, programs, master files, etc., are shown. 4. It is also understood that data in the form of data-in-process, back-up files, and data derived from periodic dumping routines will needprotective cover until the succeeding cycle obviates the need. In the interest of time and volume factors, practical safety, and reasonableness, and giving due regard to the degree of relative importance of the data, one of three options exists for each data processing location with respect to this data: a. Storage locally in a fireproof vault or safe. b. Storage in suitable housing at an adjacent but remote second location. c. Storage at Annandale Archives. \JSK Accounting Procedures SUBJECT: RECORDS MANAGEMENT SECTION III1 NUMBER: A950 PAGE: 6 EFFECTIVE DATE: 12/1/90 III. PROTECTION OF VITAL RECORDS (Continued) E. Filing Requirement C - Electronic and Electro-Mechanical Operating Procedures and Programs (Continued) 5. Regardless of whether option a, b, or c is used, it is understood that these records are temporary and for protective purposes only, and that as successor data replace them, provision is built into the system to recall and dispose of the outdated data to preclude the unnecessary use of protected storage space. Regular storage and protection of records, furthermore, is unaffected by this filing. 6. Each location alternative to Annandale Archives to be used as the "off-site" safe storage depository should be the subject of recommendation to that effect with supporting data by the Records Management Representative to Records Management. The identification and means of access to an alternative depository will be shown in the overall program required to be filed in paragraph 3 above. 7. On recommendation from the applicable Chief Accounting Officer, suitable arrangements will be effected by Records Management with Annandale Archives to accommodate such data, including assignment of coding and mailing instrucitons. \JSK Accounting Procedures SUBJECT: RECORDS MANAGEMENT * *. ; SECTION III NUMBER: A950 PAGE: 7 . EFFECTIVE DATE: 12/1/90 Ill- PROTBCTTflyvOF VITAL RECORDS (Continued) F. Filing Reouireiaent D - Reconstruction of the USX Balance Sheet Item No. Title of Descriotion of Record Department or Office' Freq. of Responsible Submittal for Filing to Archives Filing Medium Ret. Time in Days 1 Bal. Sheet Work Flow Sheets and all re- lPgh. Serv. Mthly. on Mag. lated SR's supporting the Bal. Sheet 'Center 7th Work day Tape 60 2 Journal Entries-Gen. Off. and Works .(Data Mthly. Paper 60 3 Gen. Ledger Computer Printout /Processing) Mthly. Paper 60 4 SR-17 Detailed Inventory Stmt, by Wks. \ Mthly. Paper 60 5 Rec. of Trans, with Custodian Banks /New York Daily Paper 60 6 Mo. to date Accum./Net Sales & Net Cash 1 Accounts Daily Paper 60 7 In-Transit Ledger-Acct. 17.02-Details 'Receivable Mthly. Paper 60 8 A/P Check Register - Manual '.PSC (Data Day Mag Tape A/P Check Register - Computer Report 9 A/P Remittance Listing /Processing) After ( Issue Mag Tape ' 60 Paper 60 10 Daily A/P Tab. of Trial Bal. by due date Paper 60 11 In-Transit Ledger Acct. 17.02 - Details A/P - PSC A/P-14 Paper 60 12 Invoices Rendered, Credit & Debit Memos PSC (Data Daily Mag. 60 and Interworks billings Processing) Tape NOTE: PSC will archive all reauired and & data on magnetic tape for locations on Mgrs. Acctg Paper SES Invoicing system. All other loca- (Billing tions must file copies of these items Depts.) to cover their own activity. Accounting Procedures SUBJECT: RECORDS MANAGEMENT EXHIBIT' A NUMBER: A950 PAGE: ' 1 of 2 EFFECTIVE DATE: 12/1/90 USX CORPORATION RECORDS MANAGEMENT REPRESENTATIVES HeadquartersrUSX.................. CHAIRMAN BOARD OF DIRECTORS Aircraft Division Title - General Manager ADMINISTRATION. ACCOUNTING & FINANCE Audit Division - Director Tax Division - Vice President Public Affairs - Vice President Accounting Department - Senior Vice President & Comptroller Finance & Treasury - Senior Vice President - Finance & Treasurer Corporate Planning - Director USX Credit Division . KMPT.OYEE RRI.ATTONS DEPARTMENT Personnel Benefits Administration - Director - General Manager LAW DEPARTMENT Law Department Office of the Secretary - General Counsel - Assistant Secretary & Director - Stockholder Relations RELATED RESOURCES Related Resources - Senior Vice President USS PRESIDENT-USSAccounting & Finance Purchasing & Traffic Engineering & Research Environmental Affairs SHEET & TIN -PRODUCTS Commercial, Sheet & Tin Operations, Sheet & Tin HEAVY PRODUCTS Heavy Products EMPLOYEE RELATIONS DEPARTMENT Employee Relations RELATED RESOURCES Related Resources - Vice President - Vice President - Vice President - Vice President - Executive Vice President - Executive Vice President - Executive Vice President - Vice President - Senior Vice President [JSK Accounting Procedures SUBJECT: RECORDS MANAGEMENT EXHIBIT-A NUMBER: PAGE: EFFECTIVE DATE: A950 2 of 2 12/1/90 USX CORPORATION RECORDS MANAGEMENT REPRESENTATIVES USS (Continued) LAW DEPARTMENT Law Department Title - General Counsel STEEL PLANTS Fairfield Fairless Gary Mon Valley - Manager - Accounting - Manager - Accounting - Manager - Accounting - Manager - Accounting USDG PRESIDENT-USDG Asset Redeployment Law Department Cyclone Fence USX Realty Development USX Engineers and Consultants Administration & Group Comptroller - Senior General Attorney - General Counsel - General Manager - President - President - General Manager - Administration & Group Comptroller OTHER COMPANIES-USX U.S.S. and Carnegie Pension Fund USX Foundation, Inc. Apollo Gas Co. Carnegie Natural Gas Co. Essex Minerals U. S. Steel Mining Co., Inc. USX Portfolio, Inc. U. S. Steel Overseas Capital Corp. United States Steel International, Inc. - President - General Manager - President - President - President - President - President - President - President , 01.ooo.p9w USX Corporation RECORDS RETENTION SCHEDULE DIVISION, COMPANY OR OPERATIONS `PAHTMENT t ______________________ ____ OR WORKS CLASS OR TITLE OF RECORD LOCATION RESP. RETENTION INDEX NO. " FORM NO (IF ANY) . . TOTAL RETENTION PERIOD (YEARS) EXHIBIT B Doc. 1, 1990 SHEET____ OF____ REMARKS I * - INDICATES REVISION DATE ESTABLISHED -- DISPLAY i-OIGrr CODE FROM APPENDIX 1 -- IF CODE IS NOT AVAILABLE OR APPLICABLE, LEAVE BLANK DATE REVISED USX CupontiM man on mbortno. Alternative Forms A950 ALTERNATE EXHIBIT B Dec. 1, 1990 RECOflOS RETENTION SCHEDULE DMiIm IWpL emnunoMorKCOM MMEMTITU nciBcnoH oa MO. * M KPT. KremoH mao (rant LOCAL CTSMK jwcwva APPROVES TOTAL Um< *1 MBUUKS *MDtCATS BEYiSiOtt * 'OfSPLAY 4-OtGIT CODS ttQK -WSNm 1 -- & CODS NOT AVAILABLE O* AAtUCABLE, LEAVE BLANK AWWVS) xn UK uz atCOAOS MKT oat? Esnxjs&noats hsyised HOW TO PREPARE AdOU EXHIBIT C Dec ' 1990 Before securing top of box with tape, assign a packing box number starting with 1, perpetuating this serial se quence each time you send records to Archives. (Continue your existing sequence if you have one.) See Manual Page ll-G-2-b -- Paragraph 8. Type a 3 part label set for each box, identifying contents on label as shown. No more than one label is to be applied to any box. For boxes with unrelated contents, see Manual Page lt-G-2-g and Exhibit D for local manifest requirements. Packing Number Show serial packing box number you assign to this box. Location: Building, Room Number, Works Name, Sales Office, etc., from which sent. Destruction Date: Show here December and the year In which record reaches destruction date. Compute by starting with January 1 of year following preparation or receipt of record. Count number of years required by retention schedule. Show December 19XX. Example: Assume record was made In July, 1972, and a 5 year reten tion Is provided. 1973 becomes first year, 1977 the fifth. Mark December, 1977 as destruction date. See Manual Page ll-D-8 and 7. NAME oe mu OF tccoto Ft* cot. I Of FOtM 01 00.0017 "AiwtiCMiM <r TfMtfaf 1 M Antinm" Show nomo or title of Record as listed on *Application for Trootfor" (and Retention Schedule). rOCflON Ot Hit IMClUOtD Portion Identification such as A through L or Items 8.4 and 8.5 fc. fAMIfSI ANO LAfCSI DAUS iNauoco -ttcototo BY AKMIVfcS" OATt fCOM AffttCAYlOft FO* TANSF* Show earliest and latest date in*. eluded in the box. Located in upper right comer of "Application For Transfor\ roe lOCALSTOHACE oom itctKwT SHELF NUMMS AUv Dwt* Cttrmnt Shlemmt_____ roe AtCHtvts awir BOOM SECTION SHELF C se fo Confix / COMPANY IInto mediate Sto. age DIVISION SUk'mo. ...95 tS^tiON Show Di > NOT WRf E From which sent to Archives (See Above) Preceding btPAk'fggir. HiktAu. 6# ilkriiiW THIS Archives Storage Show Above SPACE RECORDS STORAGE BOX LABEL oi.soao2M n>*. *i7* (MOISTEN REVERSE SIDE) USX Corporation HOW TO USE Affix white original to box (Invisible glue on reverse side): #13 Box -- Center on 13" side vertically and horizontally. When two labels are required center the "Twoup" set. #15 & #17 Box -- Center on 12-1/2" side vertically and horizontally. Sending labels to Archives (Paragraph G-2-g): Sand first buff copy of label In one envelope to Archives at time of transfer, retaining bottom buff copy tem porarily as follow-up. Archives will return first buff copy to you showing their storage location in lower right "For Archives Only" section. Save these for your permanent record, destroying the follow-up copy. Your permanent label file Is your record showing the actual location of your records In the Archives. Cross reference your Manifest control in line with Paragraph G-2-g. duplicate locally as naadad MANIFEST EXHIBIT D Dec. 1, 1990 Packing Box Number Archires Identification emu *. umH. tax Ho. Oats Sent to Archives Destruction Pete _________________ DATE OF RECORD IDENTIFICATION OF RECORDS AND FILES STORED IN BOX IDENTIFIED ABOVE - * APPLICATION FOR TRANSi OF RECORDS TO ARCHIVES A950 EXHIBIT E Doc. 1. 1990 ' 01.Q03JAM PERMISSION TO SHIP RECORDS TO ARCHIVES j: Supervisor Annandate Archives USX Corporation Boyers (Butler County), PA Data Piease grant permission to ship DATE Those records are to be shipped via boxas of records on Remarks: EXHIBtr F Doc. 1. 1990 (FILL IN YOUR OWN ADDRESS IELOW) To:_________________________ SIGNATURE AND FOSITION TITLE Date CD Approval to ship on above data Is granted. CD Suggest shipment be made on_________________________________________________________ Note: All shipments must be Prepaid. Make certain all shipments arrive at Archives on working days between 8 a.m. and 3 p.m. Remarks:_________________________________________________________________________________ SURERVISOR, AHHANDALE ARCHIVES NOTICE OF TEMPORARY DELAY OF DESTRUCTION OF RECORDS A950 EXHIBIT G dec.1. 1990 Hold Reference Name. Until further notice, the responsibilities indicated are requested to defer destruction of the specific records which cover the transactions during the period shown. With respect to records stored locally, the local custodian involved Is to be advised at once oHhis notice. With respect to records stored at the archives facility, by policy no records are destroyed without prior notice. Such notice is furnished annually In November for records expiring Dec. 31 each year. Full Instructions appear on that annual notice to enable compliance at that time of the request made herewith. RESPONSIBILITIES INVOLVED: DESCRIPTION OF RECORDS: OENERAL SPECIFIC PERIOD OF TRANSACTIONS: REASON FOR REQUEST; AUTHORIZED BY: Q Corporal* UUgtUon In Procau O Uurfohnd Ttx S*ttl*m*nt OATS NAME NOTICE OF MODIFICATION OR RELEASE Normal Retention/Destruction Practice should now be resumed for the following: TITLE Nj .< ! 77TL OATS 01.000.0458 REV. 1191 USX CORPORATION RECORDS DESTRUCTION CONTROL NO.. A950 Exhibit H Nov 1. 1991 NOTICE OF INTENT TO DESTROY RECORDS TO: FROM: USX CORPORATION ANNANDALE ARCHIVES BOYERS. PA 16020 January 1, 1B-_ i* the authorized destruction data of your records listed on attached pages numbered through. . which we ara furnishing to you in duplicate. Destruction of the Hatad boxa* may ba dafayad if you to advise par instructions 2, 3, or 4 baiow. Your options ara as foitows: 1) All records ara to ba destroyed. Check square i below 2) On the attached list circle in rad only thoee box numbers whose destruction must ba daisyed to comply with requests from the Law and Tax Departmenta par attached "Notice of Temporary Delay of Oaatruction of Records". Indicate (he applicable "Hold Reference Number" on each affected papa of the Ust. Should a page have circled box numbers for two or more "Holds". indicate which boxes apply to each "Hold". You win ba advised when each "Hold" is lifted or modified. Check square 2 below. 3) Should boxes be dated (or destruction tor which a destruction date needs to be revised to bring ft In line with an approved Department Retention Schedule, address a letter of request to "Records Management", identifying the box and its contents as shown on the attached list and refer to the applicable approved Department Retention Schedule entry. Send this letter of request along with the response copy of this list to the Records Retention Administrator for review. After your request is processed, you will be advised of the action taken. Changes of this kind are primarily correction of incorrect destruction dates and are not to be confused with temporary delays of destruction ("Holds") due to pending litigation or unresolved tax settlements described in instruction 2 above. Check square 3 below. 4) Should boxes be listed tor which a destruction delay is being requested for any other reason,* letter proposing enew destruction data and listing the compelling reasons tor this destruction daisy should be attached end sent to the Records Rstsntion Administrator for review. After your request is processed, you will be notified of the action taken. Destruction ot the appropriate boxes will be deferred until the review is completed. Check square 4 below. If square 1 or 2 is checked, sign and return one copy with necessary attachments within 30 days of (his notice toSupervisor, Annandale Archives. Boyers, PA 16020. This response is to be made tven though no dslsys of dastruction are being requested. If square 3 and/or 4 is checked, sign and return one copy with the necessary lettsr and attachment* to: Records Retention Administrator Room 1412, 600 Grant St. NOTE: ADVISE ARCHIVES AT ONCE OF ITEMS ON THESE LISTS THAT ARE NOT YOURS SO THAT ARCHIVES CAN FORWARD THEM TO THE PROPER PARTY. OATS OF NOTICE suFcnvtson. ancxives (Piece x In applicable square and forward with copy of Hat and attachments, at requested, to tha appropriate designee before December 31.) [ | t) To the best ot our knowledge no Law or Tax "Holds" apply to ttva boxes listed All records should be destroyed in line with instruction 1 above | | 2) Boxes have been circled for Law and Tax "Holds" furniahed us, and appear on tha following pages in line with instruction 2 above. | | 3) A letter of request for correction in date of destruction ot certain boxes is attached in line with instruction 3 above. | | 4) A letter of request for a destruction delay until the date specified and lor reasons indicated is attached m tine with instruction 4 xbove nl; Of w.' ,r OJ* s 3 S 1 Jh<aU zo Po 3 H(EUa0l a N H3 < . -a az xa < Ui E a Eo a UJ E 1 !o = O II A950 EXHIBIT I Doc. 1. 1990 il For A rchive! use only: ASSEMBLY INSTRUCTIONS FOR STANDARD RECORD STORAGE CARTON. A950 exhibit j Dec. 1, 1990 Step 1. 2. 3. 4. 5. 6. 7. 8. 9. 10. 11. 12. 13. 14. 15. Piece unit on teble with taped side up. Turn unCS eo chat narrow elite are at .left and on boctoa. Open center section to upright position. Fold upper right flap (#1) underneath center section. Detach theupright slotted sections at right side from center section and fold down (thua^ \ 'i. Lift the main body of carton over the folded right section. Holding flap #1 (See Step 4) to right side wall, raise slotted sides at bottom of carton to upright positions. Fold flap #1 to bottom. Fold upright slotted flaps (#2 and #3) into body of carton, aligning handgrips. Fold upright right flap (#4) into body of carton. Press outer, hand-flaps through slotted sides to form handgrip. Position box so that upright lid is flat on table. Raise rounded edges inward, folding the unrounded end to line of narrow slit (both sides). Double fold tabbed edge over the unrounded end of Step 12, inserting tabs into narrow slot. Fold lid across carton. See diagram at bottom for label position and securing lid after packing. US/SK Accounting Procedures SUBJECT: RECORDS MANAGEMENT APPENDIX 1 NUMBER: A950 PAGE: 1 EFFECTIVE DATE: 12/1/90 MASTER RECORDS RETENTION SCHEDULE - TABLE OF CONTENTS Functions (Not Departments) Accounts Payable Appropriations Billing and Receivables Corporate and Finance Cost and Statistics Engineering & Research General Ledger Industrial Engineering Insurance and Inspection Inventory Legal Medical and Environmental Health Metallurgical Payroll Employee Relations: Personnel Labor Relations Employee Benefits: SUB Plan Savings Fund Plan Savings Vacation Plan Insurance Benefits Group Insurance Plan Pension Administration Pension Accounting Plant Protection and Security Production and Operating Production Planning Property Accounting Public Relations Purchasing Real Estate Safety Sales Secretarial, Stenographic and Filing Stores Systems, Procedures and Communications Tax Transportation and Shipping Treasury ' \ Function Number '1 2 3 4 5 6 7 8 9 10 11 12 13 14 15.1 15.2 15.3 15.4 15.5 15.6 15.7 15.8 15.9 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 (JS3K Accounting Procedures SUBJECT: RECORDS MANAGSffiNT APPENDIX 1 NUMBER: A950 PAGE: 2 EFFECTIVE DATE: 12/1/90 MASTER RECORDS RETENTION SCHEDULE - TABLE OF CONTENTS (Continued) The basic control mechanism of the USX Corporation Records Management program is the approved Department Retention Schedule (see Section II of the procedure). By definition the Retention Schedule is a roster by department of identifiable documents applicable to the work area for each of which a retention period has been approved. As such it performs the following functions: a. Provides evidence of a controlled program should a court require submission of records. The courts will accept an up-to-date Records Retention Schedule as a basis for establishing the availability of the Corporation's records. b. Permits an accurate, dependable overview of available records. c. Acts as a directive to the department in dealing with its files both with respect to aging, packing, labelling, storing and destroying records. d. Provides the basis for periodic movement of records into local intermediate storage or to archives. e. Provides the basis for securing permission to use archives. f. Permits a restatement in terms of retention period of all records already in intermediate storage or in archives. The Retention Periods as provided give uniform, coordinated, dependable periods not only for preservation of essential records, but also enable determination of earliest possible date for their destruction. To that end the Master Records Retention Schedule is indexed into the 30 broad functions that records serve. Each function in turn is subdivided into indicative categories describing and, where possible, identifying specific forms for which retention periods are furnished. The records listed under each of the functional categories, however, are not an exhaustive or prescriptive list for any department. A given department is likely to find retention periods for its records on any of the 30 functional pages of Appendix 1. The retention periods listed therein are, furthermore, indicative only for the record or class of records specified. Many more forms and records exist than those listed. Use Appendix 1 as a guideline only. If when preparing your Departmental Records Retention Schedule you encounter a record not shown on Appendix 1 nominate a retention period reflective only of your own department's actual need. USX Accounting Procedures SUBJECT: RECORDS MANAGEMENT NUMBER: PAGE: EFFECTIVE DATE: APPENDIX 1 A950 3 12/1/90 MASTER RECORDS RETENTION SCHEDULE - TABLE OF CONTENTS (Continued) Do not anticipate the needs of other departments at that time. Consideration will be given to Law and Tax needs at the time your list is submitted for approval. Destruction date of a given record is determined by starting with January 1 of the year following preparation or receipt of a record, and counting the number of years required by the retention schedule, and arriving at a December 19xx date. (Example: assume the record was made in July 1990, and a seven year retention is specified. 1991 becomes the first year, 1997 the seventh. Thus December 1997 is the destruction date. Destruction date should always be a December date wherever the Master Records Retention Schedule shows years. In the few cases where retention periods are expressed as months or in fractions of a year, the month which completes the period becomes the month stated in the destruction date.) Refer to Section II. B of the procedure for a complete discussion of Retention Schedules. US2& Accounting Procedures SUBJECT: RECORDS MANAGEMENT APPENDIX 1 NUMBER: PAGE: EFFECTIVE DATE: A950 1 12/1/90 FUNCTION OR ACTIVITY: ACCOUNTS PAYABLE - 1 MASTER RECORDS RETENTION SCHEDULE (Continued) Functional Description of Records Retention Period (Years) Remarks Retn. Index No. Payables Invoices (from vendors, contractors, etc.) Settlement Paper Supportive of Payment Receiving Report Purchase Order Copy Bill of Lading (inbound) NOTE: When one or more of these items are attached to Accounts Payable file, the entire file is saved 7 years. Freight Settlements and Associated Paper, including Freight Claims and Settlements, and Demurrage Voucher Remittances Debit and Credit Memos Loss and Damage, and Freight Rate Claims Expense Statements Original Copies Supporting Payment Duplicate Copies - (These are not corporate records but employee convenience paper only.) Request for Voucher Checks Remittance Clearance of Deductions made from Payroll Closing Journals and Related Reports 1Working Funds 7 0010 7 0020 3 0030 7- 0040 3 0050 See Function //29 7 for demurrage 0060 7 0070 7 0080 7 0090 7 0100 - 0110 1 Local storage only 0120 1 7 0130 7 OHO i 7 l 0150 j NOTE: The retention oeriods of each Function or Activity are unchanged from the 'Records Management Manual issued affsccHe '<pr.il i975 The -<Retn Index Mo ' nas been added USX Accounting Procedures SUBJECT: RECORDS MANAGEMENT APPENDIX 1 NUMBER: PAGE: EFFECTIVE DATE: A950 2 12/1/90 FUNCTION OR ACTIVITY:. ACCOUNTS PAYABLE - 1 MASTER RECORDS RETENTION SCHEDULE (Continued) Functional Description of Records Retention Period (Years) Remarks Retn. Index No. Interworks Clearance Account 17.20.1.10 General Office Interworks Clearance - All Other Control Paper, including gate passes, covering: 1. Reels, drums, pallets, and other containers returnable to vendors for credit. 2. Company-owned eauioment sent out for repair, or leased or loaned to others. 3. Materials or items owned by others leaving company property. 4. Miscellaneous Sales of equipment or material sold as surplus, scrap, etc. 7 0160 1 0170 - See Function //26 0180 ! NOTE The retention periods of eac* Junction o-_ .vcci-'ity are unchanged from ths "Records Management Manual," .ssuec1 effective iptil > 1975 Ths "Retn Index No ' has been added : 5 USX Accounting Procedures SUBJECT: RECORDS MANAGEMENT APPENDIX 1 NUMBER: A950 PAGE: I EFFECTIVE DATE: 12/1/90 FUNCTION OR ACTIVITY: APPROPRIATIONS - 2 MASTER RECORDS RETENTION SCHEDULE (Continued) Functional Description of Records Approved Appropriation Requests 1. Requests for Appropriations and Supplemental Data Sheets 2. Appropriation Estimate Papers 3. Notices of Change in Plans 4. Commercial Evaluation Statements 5. Distribution of Expenditures 6. Financial Change Statements 7. Depreciation Change Statements 8. Engineering Drawings 9. Authorization or Signature Sheets 10. Detail of Retirements 11. Other Appropriation Paper: Headquarters' Control Copy All Other Copies Approved Authorization Requests 1. Transactions involving surplus property, retirements, and miscellaneous property contributions. 2. Transactions for leases, rights of way, option agreements, new ventures, loans and other uses of Corporation credit, etc. Retention Period (Years) Remarks ALL ITEMS AFTER CLOSE Retn. Index No. 25 0190 3 0200 I 1 i 1\ NOTE; The retention periods of each Function or Activity are unchanged From the 'Records Management Manual." issued effective iprii ", '975 The "Reto Indev No has bean added USX Accounting Procedures SUBJECT: RECORDS MANAGEMENT APPENDIX 1 NUMBER: PAGE: BTECT1VE DATE: A950 2 12/1/90 FUNCTION OR ACTIVITY:. APPROPRIATIONS - 2 MASTER RECORDS RETENTION SCHEDULE (Continued) Functional Description of Records Retention Period (Years) Remarks Retn. Index No. Approved Authorization Requests (Continued) 3. Transactions involving commitments of property to outside parties, with or without power of eminent domain, for minerals, leases establishing easements, rights of way, etc. 4. Transactions involving support agreements (leaving minerals in place) to protect surface facilities from damage due to subsidence, etc. 5. Transactions involving Service Contracts, Patents and Trademarks, Ordnance Contracts, Rental Agreements, etc.: Headquarters1 Control Copy All Other Copies Long Range Planning 1. Project Summary Records 2. Appraised Financial Change Records Appropriation Accounting Construction Ledgers Status Reports 1. Forecasted Expenditures and Transfers to Base 2. Financial Change Comparison 3 - Forecasted vs Authorized Expenditures 10 3 3 3 25 3 3 3 0210 0220 0230 0240 0250 0260 0270 0280 j NOTE rhe retention periods or each function or Acci*'Ley are unchanged from the "'Records Management Manual ` Issued effective Apri/ 1975 Tha "Retn Index No nas been added USX Accounting Procedures SUBJECT: RECORDS MANAGEMENT APPENDIX 1 NUMBER: A950 PAGE: 3 EFFECTIVE DATE: 12/1/90 FUNCTION OR ACTIVITY: APPROPRIATIONS - 2 MASTER RECORDS RETENTION SCHEDULE (Continued) Functional Description of Records Status Reports (Continued) 4. Progress Reports 5. Engineers Reports and Follow-up Reports 6. Summary Reports Retention Period (Years) Remarks Retn. Index No. -- 10 Central C & S copy 0290 5 years 3 0300 10 0310 ! ' f i NOTE Chs retention periods of each. Function or ic 'Records Management ^anuai ` Issued effecti'',e April has been added r.y are unchanged from the 1975 Che `'Retn fnda.; No " US3K Accounting Procedures SUBJECT: RECORDS MANAGEMENT APPENDIX 1 NUMBER: PAGE: EFFECTIVE DATE: A950 1 12/1/90 FUNCTION OR ACTIVITY: BILLING &:RECEIVABLES - 3 MASTER RECORDS RETENTION SCHEDULE (Continued) Functional Description of Records V Retention Period (Years) Remarks Retn. Index No. Receivables Invoices Billing Paper Supportive of Invoice Sales Production Order Loader's Tallies Bill of Lading Copy Gate Passes covering miscellaneous sales of equipment or material sold as scrap, surplus, etc. NOTE: When one or more of these items are attached to Receivables Invoices file, the entire file is saved 7 years. Invoice Register/Invoice Input Listing Debit and Credit Memoranda Price Cards" - Pittsburgh Service Center Price Distributing Unit All Other Local Billing Units Claim Records (Folders) Remittances Application Statements - Ledger Sheets Intercompany Clearance Register Intercompany Settlement Register Outbound Prepaid Water Transportation Barge Files and Records 7 0320 5 0330 3 0340 3 0350 7 0360 7 0370 5 After Obsolescence 0380 ** As long as active 0390 7 0400 7 0410 7 0420 1/2 0430; 1/2 i 0440 l 3 0450 NOTE- The retention oeriods of each Function or \ctivity are unchanged from the 'Records Management Manual issued effective Apr ii l J.975 The "Retn Index Mo *ias bean added USSSr Accounting Procedures SUBJECT: RECORDS MANAGEMENT APPENDIX, 1 NUMBER' PAGE: EFFECTIVE OATE: A950 2 12/1/90 FUNCTION OR ACTIVITY: BILLING & RECEIVABLES - 3 MASTER RECORDS RETENTION SCHEDULE (Continued) Functional Description of Records Retention Period (Years) Remarks Retn. Index No. Customer Contracts - Credits for Special Rolls Sections Closing Journals and Related Reports Trade Receivable Statistics Month-end Report of Cash and Sales - Cumulative Supplemental Aging Report 2 After completion 0460 7 0470 5 0480 7 0490 2 0500 i NOTE. The retention oec:-.ods of each Function or 'oi-it/ are unchanged from che 'Records Management Manual issued affective Aoril 1 `.975 The "Retn Index No nas oean added i! i i (J328K Accounting Procedures SUBJECT: RECORDS MANAGEMENT APPENDIX 1 NUMBER: PAGE: EFFECTIVE DATE: A95 1 12/1/90 FUNCTION OR ACTIVITY: CORPORATE & FINANCE - 4 MASTER RECORDS RETENTION SCHEDULE (Continued) Functional Description of Records Retention Period (Years) Remarks Retn. Index No. Corporate Existing Companies - Active Records: Articles of Incorporation Minutes - Directors' Meetings 1 Stockholders' Meetings Major Committees Bylaws Qualifications to transact business Reports to Stockholders S. E. C. Filings Lists of Voting Stockholders Companies No Longer In Existence: Articles of Incorporation Minutes - Directors' Meetings Stockholders' Meetings Major Committees Bylaws Qualifications to transact business Reports to Stockholders S. E. C. Filings Finance Bond Registers Bonds Cancelled Bond Sales and Transfers Issuance of Securities Capital Stock Certificates Cancelled Capital Stock - Sales or Transfers ( 0510 - 0520 - 0530 0540 - 0550 0560 - 0570 0580 1 After next 0590 Stockholders' Meeting 25 0600 25 0610 25 0620 25 0630 25 0640 25 0650 25 0660 25 0670 50 0680 50 06901 28 070Q| 50 i 07101 28 0720! 28 0730 i ! i NOTE" The retention oeriods of each Function or Activity are unchanged from the 'Records Management Manual issued effective \o~ ii ; 1975 The ''Retn. Index No has bean added. USX Accounting Procedures SUBJECT: RECORDS MANAGEMENT APPENDIX 1 NUMBER: PAGE: EFFECTIVE DATE: A950 2 12/1/90 FUNCTION OR ACTIVITY: CORPORATE & FINANCE - 4 MASTER RECORDS RETENTION SCHEDULE (Continued) Functional Description of Records Retention Period (Years) Finance (Continued) Dividend Records: Check Register Cancelled Checks Bank Statement - Dividend Account 7 7 7 Remarks Retn. Index No. 0740 0750 0760 1 ii|! i I i -- ------ NOTE-- The retention periods of each Function, or Activity are unchanged from the ``Records Management Manual-" Issued affective April l J.975 The ''Retn Index No ,: has been added. USKC Accounting Procedures SUBJECT: RECORDS MANAGEMENT APPENDIX 1 NUMBER: PAGE: EFFECTIVE DATE: A950 1 12/1/90 FUNCTION OR ACTIVITY: COST & STATISTICS - 5 MASTER RECORDS RETENTION SCHEDULE (Continued) Functional Description of Records Retention Period (Years) Remarks Retn. Index No. Sales Statistics Reports of Orders Entered, Changes and Cancellations, Backlog, and Billed Statistics Shipments to Selected Customers Statement of Proceeds and Standard Cost Sales Deductions, Allowances and Claim Losses Statement of Selling Expense Statement of Warehouse Activity Quality and Service Reports Customer Stannary Detail Traffic Statistics Production and Disposition of Blast Furnace Slag 5 1 7 5 5 5 2 7 5 5 0770 0780 0790 0800 0810 0820 0830 0840 0850 0860 Production Statistics Order Promise Performance - A & S Division Copy Recipients of Completed Report 5 For source data, 0870 see Function //18 - Current Issue Only 0880 Production (Coal, Coke, BF Steel, Steel Products, et al): Weekly Reports Monthly and Quarterly Annual 1 0890 2 0900 5 0910 Stocks and Consumption of Materials Standard Handbook Data Repair and Maintenance Cost Variances Claims Operating Statistics - Blast Furnaces, O.H., BOP, Sintering and Rolling and Finishing Mills ' AISI Production Statistics 1 5 5 5 5 5 5 51 0920 0930 0940 0950 0960 0970 0980 NOTE: The retention periods of each Function or Activity are unchanged from the 'Records Management Manual issued effective April - 1975 The ''Retn Index No has been added US)K Accounting Procedures SUBJECT: RECORDS MANAGEMENT APPENDIX 1 NUMBER: PAGE: EFFECTIVE DATE: A950 2 12/1/90 FUNCTION OR ACTIVITY: COST & STATISTICS - 5 MASTER RECORDS RETENTION SCHEDULE (Continued) Functional Description of Records Retention Period (Years) Appropriation Statistics Progress Reports - A & S Division Copy Financial Results of Leases to Others Financial Results on Operating Service Contracts Forecasts Financial and Labor Statistics Purchase Statistics Inventory Reports Consumption - All Materials Engineering Costs Account Expense Statistical Labor Reports - Documents Work Force: Performance Incentive Plan Overtime Turnover Analysis of Personnel Safety Wage Rate Surveys Health Government and Outside Agencies Government Agencies: Bureau of Mines Reports Department of Labor - Federal and State Various State Agency Reports 5 5 5 2 5 5 5 5 .5 5 5 5 5 5 5 5 5 5 5 5 5 Remarks Retn. Index No. 0990 1000 1010 1020 1030 1040 1050 1060 1070 1080 1090 1100 1110 1120 1130 1140 1150 1160 1170 1180 1190 NOTE The retention periods of each Junction ck '.cil^ iCy ere unchanged from chs 'Records Management Manual.-' issued affective April l 1975 The ''Setn Index No has been added US3K Accounting Procedures SUBJECT: RECORDS MANAGEMENT APPENDIX 1 NUMBER: PAGE: EFFECTIVE DATE: A950 3 12/1/90 FUNCTION OR ACTIVITY: COST & STATISTICS - 5 MASTER RECORDS RETENTION SCHEDULE (Continued) Functional Description of Records Government and Outside Aeencies (Continued) Government Agencies: (Continued) Bureau of Census: Quadrennial Census Reports All Other Census All Other Government Agencies AISI - All Reports Duty Drawback Reports Other Outside Agencies International All types of statistical reports Retention Period (Years) 5 5 5 5 5 5 5 Remarks Retn. Index No. 1200 1210 1220 1230 1240 1250 1260 1 < 1 \ i j NOTE The retention periods of each Function or Activity are unchanged from the 'Records Management Manual '' issued effective *ori.l : :.975 The 'Retn Inhere No nas bean added USK Accounting Procedures SUBJECT: RECORDS MANAGEMENT NUMBER: PAGE: EFFECTIVE DATE: APPENDIX 1 A950 1 12/1/90 FUNCTION OR ACTIVITY: ENGINEERING & RESEARCH - 6 MASTER RECORDS RETENTION SCHEDULE (Continued) Functional Description of Records Retention Period (Years) Remarks Retn. Index No. Engineering Appropriation Requests and Authorizations Environmental Control Design Equipment and Property Drawings (control copy) Engineering Subiect Files Active Files Inactive Files Purchase Orders for Equipment Repair and Maintenance Research Laboratory Notebooks Metallography Files Project Files - Active Files - Closed Files Fundamental and Applied Research - Subject Files: Active Files i j Inactive Files - See Function 111 1270 - See Functions #9 1280 and //12 50 Review after 50 1290 years Review annually and destroy useless material 1300 - See Function //25 1310 See Function If 17 1320 50 1330 25 1340 - 1350 25 1360 Review annually 1370 | and destroy useless i i material j 3, 1380! NOTE: The retention periods of each Function or Activity are unchanged from the "Records Management Manual.1' Issued affective .ipril 1975 The "Retn Index Mo has been added ' Accounting Procedures SUBJECT: RECORDS MANAGEMENT NUMBER: PAGE: EFFECTIVE DATE: APPENDIX 1 A950 I 12/1/90 FUNCTION OR ACTIVITY r GENERAL LEDGER - 7 MASTER RECORDS RETENTION SCHEDULE (Continued) Functional Description of Records \ Retention Period (Years) Remarks Retn. Index No. Card of Accounts - Schedules of Accounts Standard Accounting Instructions Account Analysis and Control Documentation Closings Journal Entries Data In Support of Journal Entries Interworks, Interdivision, Intercompany Clearance Ledgers - General Books of Account Division General Ledgers Subsidiary Ledgers Works Summary Ledger Subsidiary Ledgers Reports and Statements Works Input Statements (WSR and SR) Balance Sheet, Profit and Loss and Related Reports: Headquarters Copy All Other Copies Transfer and Relocation Expense j Accounts Payable Accounts Receivable - See Function //27 1390 - See Function 1127 1400 7 1410 7 1420 - Key to the 1430 function served 1/2 1440 50 1450 - Key to the 1460 function served 15 1470 " Key to the 1480 function served 2 1490 50 1500 ! 7 1510 1 i 1 7 1520 - See Function III 1530 " See Function if3 1540 NOTE The retention periods of each Function or Activity are unchanged from the "'Records Management Manua.t ' issued effective <\pr;.i i 1975 The "Retn Index No 11 has been added US>SK Accounting Procedures SUBJECT: RECORDS MANAGEMENT APPENDIX 1 NUMBER: PAGE: EFFECTIVE DATE: A950 2 12/1/90 FUNCTION OR ACTIVITY: GENERAL LEDGER - 7 MASTER RECORDS RETENTION SCHEDULE (Continued) Functional Description of Records Retention Period (Years) Remarks Retn. Index No. Reports and Statements (Continued) Appropriation Control Insurance Inventory Property Tax Audit Reports Repetitive Internal - Audited Department Copj Public Accountants - Headquarters' Copy All Other - 5 50 0 See Function //2 See Function #9 See Function #10 See Function #19 See Function #28 1550 1560 1570 1580 1590 After completion Local use only; no archives 1600 1610 1620 i i i i I L NOTE The .-scantion periods of each 7ur.cr.lon or Set `Records Management Harms! issued affective April ' nas been added ?.rs unchangec crom the '.?75 The 'Rate index No : 11 ii (JS>& Accounting Procedures SUBJECT: RECORDS MANAGEMENT APPENDIX 1 NUMBER: PAGE: EFFECTIVE DATE: A950" 1 12/1/90 FUNCTION OR ACTIVITY: INDUSTRIAL ENGINEERING - 8 MASTER RECORDS RETENTION SCHEDULE (Continued) Functional Description of Records Retention Period (Years ) Remarks Retn. Index No. Basic Standards and Related Papers Incentive Plans - Inactive Files Payroll Copy Periodic Reviews - Accounting Department - Industrial Engineering Department Job Description and Class - (Hourly and Salary) - Signed Copy Special Studies 2 1630 15 1640 See Function //14 1650 5 1660 5 1670 15 1680 10 1690 l 1i1 i i1 i NOTE: The retention periods of each Function or Activity are unchanged from the 'Records rianagement .ianual Issued effective ApriJ. i. 1975 The "Retn Inde,,: No has been added USX Accounting Procedures SUBJFCT: RECORDS MANAGEMENT APPENDIX 1 NUMBER: PAGE: EFFECTIVE DATE: A950 1 12/1/90 FUNCTION OR ACTIVITY: INSURANCE &' INSPECTION - 9 MASTER RECORDS RETENTION SCHEDULE (Continued) Functional Description of Records Retention Period (Years) Remarks Retn. Index No. Automobile Accident Liability Motor Vehicle Accident Notice Property Damage Accident Report Boiler and Pressure Vessel Fire and Windstorm Fidelity and Guarantee Bond General Liability - Public Liability Group Plans - Life, Sickness and Accident Program of Insurance Benefits Group Insurance Plan Workers1 Compensation Active Files Inactive Files Basic Inspection Records Blocking and Loading Boiler and Pressure Vessel Crane and Crane Runway Elevator Environmental Ore Bridge Product or Process Railroad Cars Shop Equipment Stocks Water 1 1700 1 1710 10 1720 10 1730 10 1740 10 1750 - See Function It 15.6 1760 - See Function #15.7 1770 - 1780 27 1790 1 1800 2 1810 2 1820 2 1830 2 See also Function 1840 #12 1 1850 - See Function //13 186a 1 1870 2 1880 1 1890 1 1900 l NOTE: The retention periods of each Function or Activity are unchanged from the 'Records Management Manual ` issued effective April l .1975 The "Retn Index No.'' has been added U&J& Accounting rroceaures SUBJECT: RECORDS MANAGEMENT NUMBER: PAGE: EFFECTIVE DATE: APPENDIX 1 A950 1 12/1/90 FUNCTION OR ACTIVITY: INVENTORY - 10 MASTER RECORDS RETENTION SCHEDULE (Continued) Functional Description of Records Retention Period (Years) Remarks Retn. Index No. Material Accountine Records of Material Received Records of Material Used Records of Material Produced Adjustments of Material Records Returned Goods Records of Product Sold Records of Material Balance Physical Records of Actual Material on Hand Dollarization Records Comparison to Book Value Variances LIFO Accounting Summary of Inventories Physical Inventory Adjustments by Pools Summary of Material in Transit LIFO Acquisition Costs Variance on LIFO Materials Purchased or Transferred Reconciliation of Works LIFO Acquisitions Statistical Statement of Inventories Closing Journals and Related Reports Reports of Inventory Activities Spares and Replacement Parts Controls 5 5 5 5 5 5 5 5 5 5 5 5 5 5 5 5 5 5 7 5 1 1910 1920 1930 1940 1950 1960 1970 1980 1990 2000 2010 2020 2030 2040 2050 2060 2070 2080 2090 2100 2110 f i1 ! NOTE: The retention periods of each Function or Activity are unchanged from the "Records Management Manual " issued affective Apr il 1 1975. The "Retn Index No 1 has bean added US3K Accounting Procedures SUBJECT: RECORDS MANAGEMENT NUMBER: PAGE: EFFECTIVE DATE: APPENDIX I A950 1 12/1/90 FUNCTION OR ACTIVITY: LEGAL - 11 MASTER RECORDS RETENTION SCHEDULE (Continued) Functional Description of Records Retention Period (Years) Remarks Retn. Index No. Memoranda of Law Subiect Files Generally (except as listed here) Air Pollution Arbitration Cases - Open - Closed Arbitration Awards Contracts - Open - Closed Corporate - Structure - Existing Companies - Companies no longer in ' existence Counsel Labor - (other subheadings except as listed here) Certification of Bargaining Units Agency Shop Duty to Bargain Flags of Convenience Intercoastal Negotiations Original Labor Agreements Outside Companies Railroads Report to Unions River Transportation Savings and Vacation Plan Strike Policy Taft-Hartley Act Union Requests for Data United Mine Workers United Steel Workers of America Welfare Funds Work Stoppages I` I 25 25 25 5 1 7 - 15 15 10 30 15 15 15 15 15 50 15 15 15 15 50 20 20 15 15 15 15 20 Active Files Active Files Active Files Review 2120 2130 2140 2150 2160 2170 2180 2190 2200 2210 2220 2230 2240 2250 2260 2270 2280 2290 2300 2310 2320 2330 2340 2350| 2360; 2370 23801 2390! 2400 i ! 2410" , 2420 NOTE.- The retention oeriods of each Function or Activity are unchanged from the ''Records Management Manual ' Issued Effective April .1 1975 The "Retr Index Mo. '' nas been added US^ Accounting Procedures SUBJECT: RECORDS MANAGEMENT NUMBER: PAGE: EFFECTIVE DATE: APPENDIX 1' A950 2 12/1/90 FUNCTION OR ACTIVITY:. LEGAL - II MASTER RECORDS RETENTION SCHEDULE (Continued) Functional Description of Records Labor - (other subheadings except as listed here) Leases - Open - Closed Litigation - Open Cases - Closed Cases Meetings and Conferences NLRB - Unfair Labor Practice Cases Patent and License Agreements Real Estate (indexed and nonindexed) Requests for information Stream Pollution Taxes Transportation Workers' Compensation - Open Cases - Closed Cases Original Corporate Material (including Minutes, Merger Papers, Charters, etc.) Original Labor Agreements Patents Disclosures Dockets, Interferences, Original Letters Patent, and Assignments Foreign Dockets and Original Letters Patent Infringement Suits - Open - Closed Opinions Patent and License Agreements - Open - Terminated Retention Period (Years) \ Remarks Retn. Index No. - 15 - 25 15 15 30 50 15 25 15 20 27 50 Active Files Active Files Active Files See Function IfA 2430 2440 2450 2460 2470 2480 2490 2500 2510 2520 2530 2540 2550 2560 2570 2580 17 50 25 - Active Files 30 50 " Active Files 30 2590 2600 2610 2620 2630 2640 2650 2660 NOTE: The retention periods of each Function or Activity are unchanged from the ''Records Management Manual.i: issuec affective April 1975 The "Retn Index Mo has been added