Document mpyw9OK5w77gvva8YLYJo64MJ

FEBRUARY 1990 Function 1 - Accounting Section B - General Ledger and Related Records Description of Record Accounting policy manuals, letters of instruction, other directives Accounts receivable and other subsidiary ledger Clearing House documents and registers General Ledger Journal vouchers and supporting data except as specifically listed in this Manual Journals, including documentary support, not specifically listed in this Manual Trial balances (annual) Retention Period While current 7 Years 7 Years 10 Years 7 Years 7 Years 11 Years END OF SECTION B 2 BA 024 Function 5 - Environment. Health & Safety FEBRUARY 1990 Section B - Health. Medical and Toxicology Description of Record Epidemiology Studies on PPG Workers or Community 7 Retention Period Permanent Health and Medical Audit Reports 10 Years or until repeat audit, and audit is closed; whichever is sooner Material Safety Data sheets ( 30 Years or* until superseded NIOSH Evaluation Studies 20 Years or until obsolete or superseded PPG Toxicological Reports Permanent Final Reports for FIFRA Registrations Permanent - Raw Data Duration of Product Registration Final Reports for TSCA Studies Permanent Raw Data 10 Years TSCA Inspection Reports 10 Years TSCA Premanufacture Notice Reports TSCA Section 8c Reports, 8d Health and Safety Studies Submissions, or 8e Reports submitted by PPG 7* a Permanent 30 Years Worker Exposure Records 30 Years 12 FEBRUARY 1990 Function 5 - Environment, Health & Safety Section B - Health, Medical and Toxicology - Continued DescriDtion of Record Retention Period Individual Medical Records Separated or Retired, no medical monitoring prorams 5 years . Separated, or retired, on required/regulatory medical monitoring programs i 30 years from date of separation or retirement . If employed by PPG <1 year 5 years X-Rays Duration of employment plus 30 years END OF SECTION B 12A BA C2P Function 5 - Environment. Health & Safety section c - safety DescriDtion of Record Insurance Company Inspection Reports (e.g., IRI Loss Prevention Survey (Blue Report:) , Elevator Inspections, Liability Insurance, etc.) IRI Plan Fire Prevention Inspection (Plant's Weekly Fire Protection System Inspection, e.g., Sprinklers) IRI Water Supplies Test Results (Provides Historical Data) OSHA Inspection Reports Safety Audit Reports Supervisor's Report of Accident Investigation and Analysis If Compensation case Workmen's Compensation: At the Units Self-Insurance Records: Applications to the Various States Periodic Reports END OF SECTION C 13 FEBRUARY 1990 Retention Period Between IRI Inspections Between IRI Inspections Permanent 10 Years oruntil a repeat inspection is made, whichever is sooner 10 Years or until repeat audit, whichever is sooner 5 Years 60 Years 60 Years Permanent 10 Years ~ BA 027 < : "1 ( ! IMPORTANT: Please read introduction before using Manual. Function 8 - Manufacturina DescriDtion of Record Retention Period Customer specifications 5 Years after being superseded Disaster Control Program While current Maintenance Manual - organization of maintenance system and operating procedures While current Operations procedures manual - start-up. shut-down and operations procedures. Operating standards and guides While current Package specifications While current Process flow sheets and drawings 5 Years after being superseded Product specifications 5 Years after being superseded Product Safety Records 10 Years or customer requirement whichever is longer Routine Quality Records 3 Years or customer requirement whichever is longer Production reports (Annual or December summary) 5 Years Production schedules While current Production test cards and samples 4 Years Production ticket (batch tickets) 4 Years 24 BA 028 - FEBRUARY 1990 IMPORTANT: Please read introduction before using Manual. Function 10 - Research and Development Description of Record Retention Period Analytical reports: Primary basic data Other Basic properties reports Consultants reports including sponsored research reports prepared by schools or specialized institutions and laboratories Data books, Research Exploratory proposals - limited to those proposals considered to have patent possibilities Exposure and evaluation reports Exposure Panels for Aluminum Extrusion products Invention conception records Metallurgy and lubrication testing reports Notebooks, Research Procedures of analysis - general procedures, standards and guides of analysis and testing Product formulae and specifications Project completion reports - the terminal report for a project Interim project reports 27 10 Years 5 Years 10 Years 10 Years 25 Years 5 Years 10 Years 20 Years after receipt at Mine 3 Years after abandonment 5 Years 25 Years Permanent 5 Years after being superseded Permanent ___ 5 Years BA CZ9 Function 10 - Research and Development Description of Record Spectrophotometry reports - radiant energy transmittance and reflectance reports Technology Exchange Group correspondence relating to license agreements Technology Transfer Reports FEBRUARY 1990 Retention Period 5 Years after product has been superseded 5 Years after expiration of license 7 Years BA27A FEBRUARY 1990 ALPHABETICAL INDEX - PAGE IV Record Page -D- Data Books, Research 27 Debentures interest tax statements 30 Deeds (real estate) 20 Destruction of records, mandatory afterretention period iii Disaster control program 24 Disbursing banks Discharge Monitoring Reports ( t 34 10 Disclosures of inventions 22 Discrimination charges 16 Disposition of businesses 9 Distribution and transportation 32-33 Dividend payments file, record of shareholders 35 Drawings - See engineering drawings ormachinery designs and drawings 8 Drawbacks (transportation) 33 -E- Earnings records - annual summary for each employee Electronic data processing records Emission inventories Employee expense reports Employee Relations Compensation and benefits Equal Employment Opportunity Employment Labor relations 4 v 10 1 14-15 16 17-18 19 BA C3I Record ALPHABETICAL INDEX - PAGE V Employee Benefits brochures.Manual Employee Savings Plan records Employment agreements Engineering drawings Environmental surveys and reports Epidemiology studies Equal Employment Opportunity recordsand reports Equipment designs and drawings Equipment cost records Escheat records Excise tax reports Executive Committee, minutes of meetings Executive records Executive training programs Exploratory proposals, research and development Exposure and evaluation reports Exposure Panels External Audit Reports -F- Federal taxes FIFRA reports Films, TV commercials and motion pictures Financial statements and reports FEBRUARY 1990 Page 14 14 17 8 10 12 16 8 5 30 30 29 9 9 27 27 27 3 30 12 6 3 "BA 03? Record ALPHABETICAL INDEX - PAGE IX Management personnel, biographical data Manuals Accounting policy Employee benefits Maintenance, manufacturing Operations procedure, manufacturing Records retention Sales training Shipping procedures Manufacturing Material safety data sheets Medical records Membership of PPG in organizations Metallurgy and lubrication testing reports Microfilm or microfiche records Minutes Directors and Committees meetings Management Committee meetings Shareholders meetings -N- National Labor Relations Board Files Negotiation files, labor relations New hires report NIOSH studies Notebooks, Research Notes receivable FEBRUARY 1990 Page 7 2 14 24 24 20 28 28 24 12 12A 9 27 v 29 9 29 20 20 16 12 27 36 BA 03? Record ALPHABETICAL INDEX - PAGE XIV FEBRUARY 1990 Page Spectrophotometry reports State Taxes Stock purchases, stock options,stock certificates (PPG) Stock control records - purchasing Stock Exchange matters Stores materials and supplies Subsidiaries financial policy files Superfund Suppliers - See Vendors 27A 31 34-35 26 3,21,29 25 34 11 -T- Tank car tax reports Tariffs, freight Tax returns Federal State and local Real and personal property Sales and use tax Technical product literature Technology Exchange Group, transfer reports Technology license agreements Technology, studies to purchase or sale Test materials, logs (employment) Test drilling records Toxicological reports 31 32 30 31 31 31 6 27A 22 9 18 25 12 BA 034 Record ALPHABETICAL INDEX - PAGE XVI -W- Wage chronologies Wage rate schedules - hourly Waste cleanups Water supply test results Worker exposure records Workmen's compensation -X- X-rays FEBRUARY 1990 page 15 14 , 11 13 12 13, 37 12A BA 0?c