Document bVvNMqZZ2oR70wLpLwX52v2y

Law Offices Keller and Heckman llf 1001 G Street, N.W. Suite 500 West Washington. D.C. soooi Telephone (202) 434-4100 Facsimile (202) 484-4040 25 Rtje Blanche B-1O0O Brussels Telephone 32(2) 5-41 05 70 Facsimile 32(2) 541 05 80 WWW.KHLAW.COM JOSEPH E. KELLER 0907-I994> JEROME H. HECKMAN WILLIAM H. BORGHE5AN1, JR. WAYNE V. BLACK TERRENCE D. JONES MARTIN W. BERCOVtCI JOHN S. ELDRED RICHARD J. LEIGHTON ALFRED S.REGNERY DOUGLAS J. BEHR RAYMOND A. KOWALSKI MICHAEL F. MORRONE JOHN B. RICHARDS JEAN SAVIGNY*0 JOHN B. DU8ECK PETER L. DE LA CRUZ MELVIN S. DROZEN LAWRENCE P. HALPRIN RALPH A. SIMMONS RICHARD F. MANN C. DOUGLAS JARRETT SHEILA A. MILLAR GEORGE G. MISKO DAVID I. READER PATRICK J. HURD DAVID G. SARVADI CATHERINE R. NIELSEN MARK MANSOUR* ELLIOT BELILOS JEAN-PHILIPPE MONTFORT*0 ARTHUR S. GARRETT HI JOAN C. 8AUGHAN0 MARTHA E. MARRAPESE JUSTIN C. POWELL GEORGE BRENT MICKUM. IV ELIZABETH N. HARRISON JOHN B. ROOGERS LESA L. BYRUM PETER A. SAARI* NEGIN MOHTADI NICOLE B. DONATH DAVID R. JOY DAVID J. ETTINGER FREDERICK A. STEARNS TODD A. HARRISON JOHN F, FOLEY TONTE RUSSELL EPPS THOMAS C. BERGER R*HOTMEiNSD CABELL JOHN DOB!NSON*0 DANIEL QUINTART*0 KOMAL J. HERSHBERG MANESH K RATH DEVON WM. HILL N. AJOY MATHEW JOANNA R. SOFFA PAMELA L. GAUTHIER COLLEEN M. EVALE ANN M. BOECKMAN SANA O. COLEMAN DEBORAH W. ZIFFER* JEFFREY A. KEITHLINE MICHELLE L. DAUPHINAIS* FRANK J. VITOLO O. PATRICK LEWIS JENNIFER B. BENNETT* CAREN A.C. GRAU* LUTHER L. HAJEK* SHANNON M. HEIM* CHRISTIAN C. SEMONSEN* NOT ADMITTED N D.C. ORESIOENT BRUSSELS SCIENTIFIC STAFF DANIEL 5. DIXLER. PH. D. CHARLES V. BREDER. RH. D. ROBERT A. MATHEWS. PH. D.. D.A.B.T HOLLY HUTMIRE FOLEY JANETTE HOUK, PH. D. LESTER BORODINSKY, Ph. D. THOMAS C. BROWN MICHAEL T. FLOOD, PH. D. ANNA GERGELY. PH. 0.0 STEFANIE M. CORBITT JUSTIN J. FREDERICO, Ph. D. ROBERT J- SCHEUPLEIN, Ph. O. RACHEL F. JOYNER ELIZABETH A. HEGER TELECOMMUNICATIONS ENGINEER RANDALL D. YOUNG -- WRITER'S DIRECT ACCESS November 16, 2000 VIA FACSIMILE AND U.S. MAIL (202) 434-4248 garrett@khlaw. com Charles B. Cappel, Esq. Baggett, McCall, Burgess & Watson 3006 Country Club Road Lake Charles, LA 70605 Re: Ross, et al. v. Conoco, Inc. et al. Dear Mr. Cappel: We are forwarding to you an additional document that we discovered while researching SPI's Opposition to Plaintiffs' Motion to Compel. The document is an undated records retention policy of SPI and is labeled SPI-17353 SPI-17356. Please give me a call if you have any questions or concerns. c: Douglas J. Behr Arthur S. Garrett III SFIi'iaCORDS^ RETENTION' /& P^'Vp^- In order to avoid future bulky and overcrowded files, weerd-e-' obsolete and duplicate records on a systematic basis, and secure valuable documents, a formal records retention procedure has been established. Such procedure is set forth below for guidance of the staff: if 2. . Chronological File - This file contains one copy of each letter written on a daily basis, and is . used for reference and information purposes only.. Since its usefulness is limited, its contents should be destroyed regularly as each letter reaches one year plus .cur.rent, then sent"'to storage for one year, the destroyed. In other words, three year retention. General Correspondence - Records in this file include duplicate copies' of letter replies to general corres pondence (including.incoming letters) and memoranda .prepared by each department. These should be kept for one year- (plus current) in the office, then sent to storage for two years', then destroyed. Letters of strictly transmittal and acknowledgement nature should be destroyed regularly as each letter reaches six months 'of age. Committee Meeting Minutes - Theissuing department should retain several copies for two.years for replacement or request purposesJ. one copy for ten years plus the cur rent year; All other informational copies throughout the office should be destroyed after they have been read. Committee Project Files - These files contain work, data and information related to specific projects undertaken by the various committees, subcommittees and task groups, and are important for reference purposes for a reasonable period of. time. They should be kept in office files until completion of the project and for one year thereafter, then sent to storage for two years, then destroyed. Subscriptions; Newsletters, Etc. - Records, in this file, include many daily, weekly and monthly information services f received by various staff members. These documents should be retained no longer than three months. i SPI -17353 * 6. SPI Bulletins, News and Special Releases - After they have been read, copies of bulletins, news and special releases distributed for information purposes through out the office should be destroyed. The issuing depart i/ ment should retain several extra copies of each for six months (plus current) to handle requests, and one copy for two years. Backup work records, such as letters, drafts, and proofs should be retained for one year plus i current, then destroyed. SPI Publications - Books or booklets of all departments. All books or booklets will be kept in the SPI Library for ten years plus current. Bdckup work records, such as letters, drafts, and proofs should be retained for one year plus current, then destroyed. Mailroom stock of all printed publications rotates according to updated printings and sales, with no time limit established. 8. Publication Sales Files - These contain the orders for SPI printed publications, with extra invoice copy cov ering the transaction, from members and non-members, including subscriptions. Orders and requests from member firms should be kept for one year plus current in the office,-then sent to storage for one year, then destroyed. Orders and requests from non-members should be kept for one year plus current, then destroyed. Subscription orders (both member and non-member) should be kept for one year plus current in the office, then sent to storage for one year, then destroyed. Inactive Records Storage The purpose of such storage is to house documents which have outlived their active use, but. which must be retained for a period of time for reference, legal, government requirement, or other purpose. The Administration Department is responsible for the operation of the in active records storage. Outdated records which have been authorized on the Records Retention Control Chart should be turned over, to the Director of Administration in accordance with the following procedure: 1. After packing records in "R-Kive" cartons (supplied by the Mailroom upon requesition) prepare in duplicate a Records Retention Control Sheet listing the contents of each carton, giving name of department, name of record, date range, reten tion period, and carton number. -2SPI -17354 2. The department storing records will maintain the original control sheet, and forward to Administration the duplicate copy. 3. At least once each year, or more frequently if necessary. Administration will examine all records storage listings and determine what records are to be destroyed. Office of the Corporate Secretary and Office of the Treasurer Because of the nature and permanence of records relating to the Offices of the Secretary and the Treasurer, separate procedures are applicable with respect to these items and are specified in the next two paragraph sections. Record Retention Control - Offices of the Secretary and Treasurer Name of Record Retention in Office Retention in Storage Chronological File General Correspondence Annual Meeting Proceedings Worksheets Annual Reports Board Minutes Board Committee Minutes Pension Plan Records Employee Time Sheets Personnel Records Sheets Membership Files Membership Fee Records Accounting Records Accounts Payable File Accounts Receivable Audit Reports Bank Deposit Slips Cancelled Checks Cash Disbursements Journal Check Receipts Journal Check Register Contracts -- Minor Contracts -- Major Employee Earnings Records Employee Withholding (W-4) Financial Statements, Month. 1 yr. & Current 1 yr. & Current Permanent 1 yr. .& Current Permanent Permanent -Permanent Permanent 3 Yrs & Current Permanent Permanent Permanent 1 Yr. & Current 1 Yr. & Current Permanent 1 Yr. & Current 1 Yr. & Current 2 Yrs. & Current 2 Yrs. & Current 2 Yrs. & Current Term. + 6 Yrs.' Permanent Permanent lev/*" Permanent Permanent h>y\ t 1 Yr. 2 Yrs. - - - - 6 Yrs. 6 Yrs. 6 Yrs. 6 Yrs. -'S' Yrs. f, -8^Yrs. JSf'irSi - f 7 7? I -3- SPI -17355 Name of Record Accounting Records (cont.) Ledger Accounts Cards Payroll Authorizations Payroll Vouchers Tax Return Records Retention in Office 2 Yrs. & Current Term, of Empl. + 1 Yr 1 Yr. & Current Permanent Records Retention Control - General Office Retention Name of Record in Office Chronological File 1 Yr. & Current Committee Meeting Minutes 10 Yrs. & Current Committee Project Files Complete & 1 Yr. General Correspondence Transmittal & Acknowledge ment only 1 Yr. & Current 6 Mo. & Current Subscriptions to Newsletters, Etc. 3 Mo. & Current SPI Bulletin Services, News and Special Releases 2 Yrs. & Current Work Sheets of SPI Bulletins, etc. 1 Yr. & Current Extra Copies of SPI b Bulletins, etc. 6 Mo. & Current + 1 copy for 10-yrs. SPI Publications (All books booklets published by all departments) Work Sheets of SPI Pub lications -i 10 Yrs. & Current1 Yr. & Current - Publications Sales Files Member Firms Non-Members 1 Yr. & Current 1 Yr. & Current Mailing List Changes Current Year Retention in Storage c 8 Yrs. 6 Yrs. 6 Yrs. 67 Retention in Storage 1 Yr. 2 Yrs. 2 Yrs. 1 Yr. -r -4SPI -17356