Document RJk6ZkYmoVDozqEV6wXODVJmV

DATE: October 15, 1995 TO: Distribution FROM: Robin Counts RE: Record Retention Policy and Procedures Attached please find a copy of the company's Record Retention Policy. There has been no change to the policy and you may already have a copy. I am reissuing it because we have so may new people and I have been asked several questions. Listed below are some important items to remember with regard to record retention: RETENTION TIME GUIDELINES The retention times that are given are only guidelines. Ifyou need to keep something for a longer period of time, that is fine. If you would like to shorten a retention time that you believe is excessive, please see me. We may be able to do it but we must be sure that all legal requirements are met CARTON LABEL INSTRUCTIONS It is important that the carton label instructions be followed to the letter. If you have any questions, please feel free to contact me. If the labels are filled out correctly, it is simple to identify your boxes and have them back on sight for you in a matter of hours. I have attached a copy of a sample label with some additional specifics on exactly how to complete each box. RETRIEVAL OF RECORDS All requests for boxes of records to be either picked up or delivered need to be directed to me. It is important for the safety and confidentiality ofyour records that there is only one person coordinating the retention effort. If you have additional questions that have not been addressed here, please let me know.OOOI P O. Box 3002, 1601 J P. HenneSSy Dr,, LaVergne, TN 37066-1952 6l$^4l-7533 600/688-6359 HENNESSY INDUSTRIES, INC Manufacturer of AMMCO* COATS' and 8A04* Automotive Service Equipment and tools. H OOOI Approval: Vice President ` ''resident SUBJECT: OATE 03/31/94 '/.IF hinder J 1 Of 11 - CORPORATE POLICY MANUAL curt Rtvisro POLICIES AND GUIDELINES RETENTION OF RECORDS 1.0 OBJECTIVE t Establish the responsibility, authority, rules, procedures for the retention of records. 2.0 SCOPE j I The Corporation, its divisions and subsidiaries. j 3.0 POLICY j i . i< The policy of this Corporation is one of strict observance of the laws applicable to its ! business. As such, this corporation will retain and preserve all records required by law, and ! will manage such retention and preservation in a n efficient manner consistent with sound j business practices. j I f 4.0 DEFINITIONS I i 4.1 RECORDS. Any document or other medium by which data or information are j recorded andfor stored. ! 4.2 CURRENT FILES: Those files requiring repeated access throughout the year. 5.0 SOURCE MATERIAL J There are various sources for use in evaluating legal and administrative requirements for record retention. A principal source within the United States Is: "GUIDE TO RECORD RETENTION REQUIREMENTS" which is published annually by the General Services Administration. The current edition Is dated January 1,1989. This `Guide" supplements a basic source which is "The Federal Register", Volume 23, Appendix a., May 13.1958. Local chapters of the Association of Records Management or equivalent would also be a source of assistance in records retention to meet local requirements. I i i ! 1 . j 6.0 RESPONSIBILITY and AUTHORITY All Functioning Vice Presidents. j 1 H 0002 Approval: Vice President ^resident _ DATE $*LfD 03/31/94 frr. CORPORATE POLICY MANUAL POLICIES AND OUiDEUNf.S C,*TE RfcVISED _ SUBJECT: RETENTION OF RECORDS 1 Df 1 1 1.0 OBJECTIVE Establish the responsibility, authority, rules, procedures for the retention of records. 2.0 SCOPE . The Corporation, its divisions and subsidiaries. 3.0 POLICY t j i ' The policy of this Corporation is one of strict observance of the laws applicable to its ! business. As such, this corporation will retain and preserve all records required by law, and I will manage such retention and preservation in a n efficient manner consistent with sound J business practices. . j iI 4.0 DEFINITIONS i 4.1 RECORDS Any document or other medium by which data or information are ! recorded and/or stored. 1 4.2 CURRENT FILES: Those filesrequiring repeatedaccessthroughout the year. 5.0 SOURCE MATERIAL | j There are various sources for use in evaluating legal and administrative requirements for record retention. A principal source within the United States is: "GUIDE TO RECORD RETENTION REQUIREMENTS" which Is published annually by the General Services Administration. The current edition is dated January1,1989. This "Guide"supplements a basic source which is The Federal Register", Volume 23, Appendix a., May 13.1958. Local chapters of the Association of Records Management or equivalent would also be a source of assistance in records retention to meet local requirements. . j ! ' | 6.0 RESPONSIBILITY and AUTHORITY .. All Functioning Vice Presidents. j ! H 0003 Approval: Vice Presided! President SUBJECT: CORPORATE POLICY MANUAL POLICIES AND GUIDELINES RETENTION OF RECORDS 'sscto 03/3 *'94 2 0) U CAPTP.*JiEC.1 C\ 7.0 RULES 7.1 Records should not normally be maintained as current files in the work area, beyond two years. 7.2 The destruction of records will be based upon the Retention Schedule. Records will not be stored in any other manner, e.g., microfilm, punched card, tape, etc. following expiration of the period of retention. 7.3 Destruction shall be carried out by approved methods, such as shredding, burning or mutilation as may be appropriate. Disposition of records in readable or retrievable form Is not authorized. i 1.0 GENERAL Records should not be maintained in the work area in excess of two years. Each supervisor is responsible for conducting a review of the work area at the end of each year to insure that documents that have been in the work area for two years are either destroyed or, if they meet the other retention criteria described herein, are transferred to the storage center in accordance with the specific retention schedule code. 2.0 CARTON LABEL INSTRUCTIONS Records not maintained in the work area wiil be cataloged and stored at Accelerated Courier, \ Inc. The following instructions for carton labeling should be read and followed carefully. 3.0 RETENTION SCHEDULE The retention periods refer to the number of calendar years after the calendar year in which the record was generated. NOTE: Classifications are general and records have often been listed in only one area of responsibility to avoid conflict and duplication. Records managers should use discretion in retaining or destroying records. i H 0004 Approval: Vice President President SUBJECT: MEWWECfli. CORPORATE POLICY MANUAL POLICIES AND GUIDELINES RETENTION OF RECORDS D*rt I'S.'SS 03/31/94 3tc ceviSEJ >uE NI VSEfi 3 Of 1 1 I I C-t'-ER SECT . 1. The carton labels MUST be typed or filled out with a ballpoint pen. .i 2. The label backer or carrier must be returned to Accelerated Records Management as we use this to enter carton data into our system. 3. All date fields must be in the format MM/DDfYY. j 4. All labels areas have a maximum number of characters as follows: I I A. CUSTOMER (Normally preprinted) B. CUSTOMER CARTON NUMBER C. DIVISION D. DEPARTMENT E. DESCRIPTION #1 & #2 (each) F. FILED BY G. FROM, TO AND DESTRUCTION DATE (MM/DD/YY) H. DATE INTO STORAGE AND WAREHOUSE LOCATION (ACCELERATED USE ONLY!!) 20 15 20 20 40 20 8 5. The only exception to the above is Destruction Date. This can be NONE, NEVER, etc. 6. Any areas left blank will not be input Should you wish these to be added or errors corrected at a later date, there may be additional charges for the time spent doing so. It pays to fii) J out the labels as completely and accurately as possible. j Ij 7. After filling out the label, peel it off the backer and stick it on the carton firmly. Remember, i the backer MUST be returned to Accelerated. 8. Names for the same Division or Department must be spelled exactly the same. Otherwise cartons for like Divisions or Departments will not appear together on your Master LisL For example, `Accts. Payable* and 'Accounts Payable' would not be the same Department on the Master LisL i 1 9. All voided labels must be returned to Accelerated in order to maintain carton number control. H 0005 Approval: Vice President Presides* SUBJECT: CORPORATE POLICY MANUAL POLICIES AND GUIDELINES RETENTION OF RECORDS OATE i$SJrC 03/31/94 E RCV.&E2 4 o< 11 C*itPTR SEC'-r*. ii i 10. If your labels are hand written, please insure that they are as legible as possible, This will i assure that we input the correct carton information. i CEO CFO GENERAL CORRESPONDENCE POLICY CORRESPONDENCE APPOINTMENTS, RESIGNATIONS DIRECTIVES, SPEECHES, POLICY STATEMENTS REPORTS DELEGATIONS . GENERAL CORRESPONDENCE OF THE CFO POLICY CORRESPONDENCE OF THE CFO BALANCE SHEETS, PROFIT AND LOSS STATEMENTS CAPITAL ASSET RECORDS. This includes: Appraisals, Asset ledgers, Appropriation records, Journal vouchers, Property records, Plant records, Approval documents, Disposal documents, Transfer records FEDERAL GOVERNMENT REPORTS (SEC, 10Q; 10K - including correspondence related thereto) FINANCIAL DATA (Monthly, Quarterly, Annual Operating Statements not certified) CERTIFIED FINANCIAL STATEMENT AUDIT REPORTS (Independent) ACCOUNTS PAYABLE DOCUMENTS This includes: Ledgers, Monthly Statements, Invoices, Analyses, Correspondence 01 03 99 05 04 05 01 ii 03 07 NONE NONE j I j NONE j NONE ; 07 ! FNP - FINANCIAL PLANNING FORECASTS, REPORTS, PLANTS, AND SUPPORTING DATA Acquisitions, etc. (See Corporate Development) , ; 01 j PLANNING REPORTS, ANALYSES, PLANS, EVALUATIONS Adopted Rejected 07 i 02 I I H 0006 Approval: Vice President President SUBJECT: CORPORATE POLICY MANUAL POLICIES and GUIDELINES RETENTION OF RECORDS OAtt SSL'EO 03/31/94 C*TE REV SE3 5 Oil ' CORPORATE DEVELOPMENT GENERAL CORRESPONDENCE ACQUISITJONS/MERGERS Includes Analyses, Evaluations, Legal Reviews, Financial Reports, Correspondence related thereto) MARKET/PRODUCT DEVELOPMENT Request Approved (after completion) Rejected 1 01 NONE 08 02 BUDGET BUSINESS PLANS * Individual Company and Consolidations 01 ; ACCOUNTING GENERAL BOOKS OF ACCOUNT General Ledger & Journal Entries Supporting Vouchers, Documents, and Correspondence; Summaries, Analyses, Correspondence covering: Sales, Receipts Disbursements, Purchases of Material, Labor, Overhead Costs METHOD AND COMPUTATION OF: Inventories, Cost of Sales, Depreciation, and Amortization of Assets, Sales, General and Administration Expenses, Schedules of same Cash Disbursement Records Cash Receipts Records Cashier Records and Reports Check Register Petty Cash Register Voucher Register Requisitions Cancelled Checks Dividend and Payroll All Other General Agreements, Contracts, Instructions (after termination) Loan Agreements, Trusts, Mortgages, Other Financial Agreements (after termination) Bank Deposit Slips and Supporting Documentation Bank Statements and Reconciliations Financial Records Relating to Foreign (non U.S.) Accounts of U.S. Entities, Foreign Currency, etc. NEVER 07 02 07 07 07 07 02 02 01 07 07 07 07 07 07 j I ! ! I H 0007 Approval: Vice President President SUBJECT: . CORPORATE POLICY MANUAL POLICIES AND GUIDELINES RETENTION OF RECORDS Date -ssut'D 03/31/94 N.M6C> 6 of 11 ScCTC* ADVERTISING DRAWINGS and ARTWORK ADVERTISING LAYOUTS (Note: Categories include Correspondence, Approvals, Rejections, and Reports ' OTHER DATA RETAINED AS REQUIRED RESEARCH & ENGINEERING GENERAL CORRESPONDENCE POLICY CORRESPONDENCE PRODUCT DOCUMENTATION - After Part Number is Obsoleted CENTRAL PROJECT FILES - After Product is Obsoleted LAB NOTEBOOKS MANUFACTURING GENERAL CORRESPONDENCE ACKNOWLEDGEMENTS TO SUPPLIERS CREDIT MEMOS, PURCHASE DEBIT MEMOS, PURCHASE PURCHASE REQUISITION RECEIVING REPORTS BILLS OF MATERIAL CAPITAL EXPENDITURE RECORDS SHIPPING RECORDS SUPPLIER CLAIMS, SETTLED PURCHASE ORDERS, JOURNALS and RECORDS INSPECTION RECORDS QUALITY CONTROL RECORDS WARRANTY CLAIMS SERVICE REPORTS, PRODUCT RETURNS FOR CREDIT PARTS ORDERS BY PRODUCT MODELS TEST REPORTS BILLS OF LADING FREIGHT BILLS FREIGHT CLAIMS TARIFFS/REGULATIONS VEHICLE OPERATIONS AND MAINTENANCE RECORDS 07 ' 01 02 02 02 10 01 03 07 07 07 07 07 07 07 07 07 07 07 NEVER 07 07 07 07 07 07 07 07 07 H 0008 Approval: Vice President President SUBJECT: CORPORATE POLICY MANUAL POLICIES AND GUIDELINES RETENTION OF RECORDS cate ssueo 03/31/94 OAT': -'uMSia 7 of 11 :,e;- r.`- 1(11 1 1 MARKETING: MARKETING & SALES GENERAL CORRESPONDENCE POLICY CORRESPONDENCE CATALOGS, BROCHURES, ETC., (one copy, other copies as needed) CONTRACTS, TERMINATED COST ESTIMATES ESTIMATES MARKET SURVEYS AND DATA PRICE QUOTATIONS PRICE SHEETS SALES ANALYSES (Hardcopy) SALES REPORTS (Hardcopy) SERVICE REPORTS PROMOTION RECORDS SALES OFFICE REPORTS, INSPECTIONS, EVALUATIONS CALL REPORTS DISTRIBUTION/AGENT EVALUATION, APPOINTMENT AND CANCELLATION, AGREEMENTS, CORRESPONDENCE CREDIT EVALUATIONS CLAIMS, etc., SETTLED CONTRACT FORMS, WARRANTIES, etc., and OTHER SELLING DOCUMENTS (one copy) EXPORT RECORDS SERVICE RECORDS CPO - OVERSEAS MANAGEMENT GENERAL CORRESPONDENCE POLICY CORRESPONDENCE DISTRIBUTOR AGREEMENTS, TERMINATED DISTRIBUTOR CORRESPONDENCE, EVALUATIONS, APPOINTMENTS, CANCELLATIONS STATISTICAL REPORTS/STUDIES LICENSE AGREEMENTS SALES AGREEMENTS ORGANIZATIONAL DOCUMENTS CONTRACTS, LEASES (After Termination) 01 03 02 07 07 07 02 1 02 ! 02 i 02 | 07 I 02 ! 02 ! 07 ! 07 i 07 07 ! 07 | C7 01 02 02 02 : 02 l 02 I 02 : 02 I 02 ' lI H 0009 Approval: Vice President President CORPORATE POLICY MANUAL POLICIES ANC. GUIDELINES o*7 issuer 03/31/94 nevsEC 8 ol 1; | Ch*: i-sir -- SUBJECT: RETENTION OF RECORDS 1 ii DATA PROCESSING GENERAL CORRESPONDENCE POLICY CORRESPONDENCE i . 01 i 03 j CONTRACTS and LEASES 07 1 DATA PROCESSING PROPOSALS (After Implementation) 07 ; DOCUMENTS RETAINED AS REQUIRED UNDER AGREEMENTS WITH GOVERNMENT AND IN CONSULTATION WITH TAX AS NECESSARY 07 ( ADMINISTRATIVE GENERAL CORRESPONDENCE 1 POLICY CORRESPONDENCE i AGREEMENTS, EXPIRED | CONTRACTS, EXPIRED i DEEDS, RELATED REAL ESTATE DOCUMENTS i LEASES, EXPIRED LICENSES LICENSE AGREEMENTS REPORTS, ANNUAL (10 copies) RETENTION PERIOD REQUESTS SECRETARY GENERAL CORRESPONDENCE POLICY CORRESPONDENCE ANNUAL REPORTS 250 COPIES 50 COPIES 10 COPIES BOARD OF DIRECTORS, MINUTES (supporting documentation) BY-LAWS CORPORATE/SUBSIDIARY COMMITTEE MEETINGS, BOARD OF DIRECTORS CORPORATE RECORDS, PARENT, SUBSIDIARY (Current & former) Correspondence relating thereto DIVIDEND LISTS LISTING APPLICATIONS 01 0072 07 07 07 07 07 07 07 0012 05 07 07 NEVER 1 1j !i i i ` ' 1 j : i ji J! ; NEVER NEVER NEVER NEVER NEVER j ! j j 1 1 ____________ continued i 1 i H OOI O Approval: Vice President Presiden' SUBJECT: cor'porat^ policy'manual POLICIES AND GUIDELINES RETENTION OF RECORDS Date '$51 eg 03/31/94 ^E JiStC. :vBi~ 5 cl 11 j j SECRETARY-continued MERGERS and CONSOLIDATIONS PERMITS TO DO BUSINESS PROXIES STOCK BOOKS STOCK CERTIFICATES, CANCELLED STOCK TRANSFER RECORD STOCKHOLDER VOTING LISTS SURVEYS and MAPS - REAL ESTATE TITLES, PROOF THEREOF, APPRAISALS, DEEDS NEVER NEVER NEVER NEVER NEVER NEVER NEVER NEVER j j i i ! IRP-INDUSTRIAL RELATIONS & PERSONNEL GENERAL CORRESPONDENCE POLICY CORRESPONDENCE ACCIDENT and ILLNESS REPORTS, CLAIMS and SETTLEMENTS (after settlement) and OSHA REPORTS . APPRAISALS, EMPLOYEE, AFTER SEPARATION ASSIGNMENTS, GARNISHMENTS, ATTACHMENTS OF EMPLOYEE WAGES SATISFIED COMPENSATION RECORDS OF EMPLOYEES, AFTER SEPARATION, DEDUCTION AUTHORIZATIONS EMPLOYEE RECORDS: APPLICATION, INTERVIEWS, COMPENSATION, EVALUATIONS, INSURANCE, SAVINGS AND SECURITY FORMS, REQUISITIONS, PAYROLL CHANGES, PENSIONS DATA, CHANGE OF STATUS, WITHHOLDING CERTIFICATES (W*4's) and CORRESPONDENCE RELATING THERETO AFTER SEPARATION EMPLOYEE CURRENT RECORDS: PAYROLL REGISTERS, JOURNALS, EARNINGS, STATEMENTS, W-4's, CHANGES GARNISHMENTS, CORRESPONDENCE RELATED THERETO AND ALL RELATED DOCUMENTS EMPLOYEE PENSION RECORDS (CURRENT): REGISTER, JOURNALS, EARNINGS RECORDS, CHANGES CORRESPONDENCE RELATED THERETO 01 02 07 07 07 07 07 NEVER 07 , j | ! : I | j : ; I ! j j j j continued I I H OOI 1 Approval: Vice P'esiceni Presider.l SUBJECT: MDMMFi CORPORATE POLICY MANUAL POLICIES AND GUIDELINES RETENTION OF RECORDS SATE ISSUES 03/31/94 3*T DEVISED e3* '..UBEQ 10 Of 1 J SECTc. ! IRP-INDUSTRIAL RELATIONS & PERSONNEL-cont/nued FEDERAL REPORTS, RECORDS, CERTIFICATIONS, and SUPPORTING DATA REQUIRED UNDER ERISA (after filing date) EMPLOYEE PENSION RECORDS (DECEASED AND PAID UP) LABOR NEGOTIATIONS (CORRESPONDENCE RELATED THERETO) MEDICAL RECORDS OF EMPLOYEES - CURRENT 1 MEDICAL RECORDS OF EMPLOYEES - AFTER SEPARATION SAFETY OR INJURY FREQUENCY RECORDS SALARIES and WAGE RECORDS, CURRENT EMPLOYEES 1 SALARIES and WAGE RECORDS, SEPARATED EMPLOYEES 07 .. 07 07 NEVER 07 07 NEVER 07 i i j ! INSURANCE CONTRACTS, POLICIES, CORRESPONDENCE CURRENT CLAIMS and LITIGATION RECORDS POLfCIES EXPIRED NO CLAIMS PENDING CLAIMS PENDING - AFTER SETTLEMENT 01 1 07 ! 1 07 i 07 GOVERNMENT AFFAIRS GENERAL CORRESPONDENCE POLICY CORRESPONDENCE REPORTS, AGREEMENTS (AFTER TERMINATION) LEGAL GENERAL CORRESPONDENCE POLICY CORRESPONDENCE LEGAL SUFFICIENCY REVIEWS: SALES CONTRACTS EMPLOYMENT CONTRACTS DISTRIBUTOR AGREEMENTS AGENT AGREEMENTS LICENSE AGREEMENTS OPINION LETTERS LITIGATION RECORDS OTHER DOCUMENTS 01 02 07 1 |( 01 1 02 : i 07 07 07 i 0077 1 07 j 07 07 ii 1 i lii H 0012 Approval: Vice President President SUBJECT: CORPORATE POLICY MANUAL POLICIES AND GUIDELINES RETENTION OF RECORDS DATE ISSUED 03/31/94 LaT REVISED 1 1 ot u PATENTS & TRADEMARKS GENERAL CORRESPONDENCE POLICY CORRESPONDENCE COPYRIGHTS and RELATED RECORDS, ANALYSES, CORRESPONDENCE PATENTS and RELATED RECORDS, REVIEWS, CORRESPONDENCE LICENSES, RELATED RECORDS, REVIEWS and CORRESPONDENCE (AFTER TERMINATION) TRADEMARKS and RELATED RECORDS, REVIEWS, and CORRESPONDENCE 01 02 UNTILEXPIRATION UNTILEXPIRATION UNTILEXPIRATION UNTILEXPIRATION i ii i H 0013