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September 21, 1992 DRAFT ^ \ ^ \ LT?\ to: all holders of the record*retention manual Attached is a revision of FUNCTION 1, FUNCTION 5^ and FUNCTION 10 of the Records Retention Manual. Also included is a revision of the INTRODUCTION as well as the corresponding revisions in the TABLE OF CONTENTS and ALPHABETICAL INDEX. Function 1 and 5 revisions are a result of recommended changes submitted by the users. Function 10 is the result of a Quality Action Team. The revised retention periods are effective immediately. The new retention periods must be applied retroactively to all records, including those which have been sent to storage areas. See "Retention Periods" in the Introduction for establishing estimated retention periods for retention periods contingent on ar future events. / Retention periods are suspended for all documents covered by an existing freeze order. A current listing of all freeze orders is included for your information. You will be notified when a suspension is no longer required. At that time, you should review the records to determine if any should be destroyed in accordance with the retention periods in the Manual. The revisions have been reviewed and approved by the Records Management Committee. The responsibilities of the Committeg_have been outlined in the Introduction to the Manual. Current'members -on-^the Committee^along with their alternates^are as follows: C&R Group Chemical Group Corporate Controller Department Glass Group Law Department Tax Department G. Stoever/C. Burik D. Church/R. Brant J. Kuzemchak, Chairman/R. Matt J. Moelich/D. Drummond M. Reilly J. Luffe/D. Cook To facilitate the maintenance of your Manual, a summary of the most recent release dates is included in the package. If you no longer have a need for the manual or if you are aware of someone who is in need of a manual, please contact Thelma Homola, at extension 4100 in the General Office. J. E. Kuzemchak Chairman, Records Management Committee Enclosures 1 A . t-s ,0 RECORDS RETENTION MANUAL RELEASES TABLE OF CONTENTS INTRODUCTION FUNCTION 1 FUNCTION 2 FUNCTION 3 FUNCTION 4 FUNCTION 5 FUNCTION 6 (EXCEPT SECTION C PAGE 18) SECTION C PAGE 18 FUNCTION 7 FUNCTION 8 (PAGE 24) PAGE 25 FUNCTION 9 FUNCTION 10 FUNCTION 11 FUNCTION 12 FUNCTION 13 FUNCTION 14 FUNCTION 15 FUNCTION 16 ALPHABETICAL INDEX SEPTEMBER, 1992 SEPTEMBER, 1992 SEPTEMBER, 1992 JUNE, 1989 JUNE, 1989 JUNE, 1989 SEPTEMBER, 1992 JUNE, 1989 FEBRUARY, :1990 JUNE, 1989 FEBRUARY, :1990 JUNE, 1989 JUNE, 1989 SEPTEMBER, 1992 JUNE, 1989 JUNE, 1989 JUNE, 1989 JUNE, 1989 JUNE, 1989 JUNE, 1989 SEPTEMBER, 1992 _ BA 281 JUNE 1989 PPG INDUSTRIES, INC. RECORDS RETENTION MANUAL ALPHABETICAL INDEX - PAGE I Record A- Page Accident reports Accounting policy manuals X At.'et Yi /e* Accounts receivable ledger Accounts receivable - customer's file Acquisitions or dispositions of businesses Advertisements Agreements, employment Agreements, labor and pension Agreements, license, technical exchange, confidentiality Air Emission Test Reports Aircraft (Company-owned) Ambient air monitoring j ^^ _ y Analytical reports^/research and development ' Annual Reports - PPG Industries Foundation Annual shareholders' meetings Annual shareholders' reports Applications, employment Applications for patents, domestic or foreign Arbitration opinions Archives 13 ' 2 z- 2* 369 6 17 20 22 10 9 10 27 38 20,29 7,29 17 22 19 v JUNE 1989 Record ALPHABETICAL INDEX - PAGE III Page Chairman of the Board, policy letters and special projects Charters, corporate Check signers - authorized Claims - traffic and transportation Clearing House documents and registers College recruiting records and reports Compensation and benefits Compliance reviews, EEO Consent decrees Construction contracts Construction cost records X -Consultants reports-? research and--development-------------------Contracts (general, government, labor, pension, sales) Copies of records, other than primary copy Copyrights Corporate loans tax statement - State Corporation Trust Company Correspondence, general (letters, memoranda, etc.) X -cost estimates - iLems for "Federal Government-use----------- Cost statements, annual (December) Credit and accounts receivable * Customer specifications (manufacturing) Customers' accounts receivable file 9 29 34 32 2 17 14 16 10 26 5 27-( 20 IV 22 31 29 iv 1 36 / 24 36 BA 0C0 V* 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 records and reports Equipment designs and drawings Equipment cost records Escheat records Excise tax reports Executive Committee, minutes of meetings Executive records Executive training programs Exploratory proposalsV research and development-- Exposure" and "evaluation reports'' --" "% Exposure Panels - ----------------- External Audit Reports -FFederal taxes FIFRA reports Films, TV commercials and motion pictures Financial statements and reports FEBRUARY 1990 Page 14 14 17 8 10 J If * 12 * 16 8 5' 30 30 29 9 9 ?-- 30 12 6 3 JUNE 1989 Record ALPHABETICAL INDEX - PAGE VII Page -I- Imports Incentive Programs Information returns - Federal taxes Information returns - State taxes Infringements, patents Inspection Reports, environmental Insurance Life, hospital, medical, surgical, Workmen's compensation - records Workmen's compensation - policies Third party liability policies accident and sickness Insurance company inspection reports Interferences, patents \^ Internal Audit records .A'1 Invention conception reports Inventions Inventory records - fixed assets Investment and security records Invoices (accounts payable and sales) x T 32 -J- 8,26,33 4 t*A 31 22 10- 14 1337 37 'i. nB 23 3. vc 27 22 5 34 1 - Job analysis, description and evaluation Joint ventures Journals, including documentary support & sToC/ltS* C- ' cj, . _ 288PL.AM ?{5 14 9 2 Z- . 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 I" nt erf i 4 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 BoardFiles 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 i/ 9 z7 11 " 29 9 29 20 20 16 12` 27 36 BA ZSO Record ALPHABETICAL INDEX - PAGE XI Political participation by employees PPG Industries Foundation Preliminary engineering requests President, policy letters and special projects Press releases Primary copy of records Process flow sheets and drawings Product formula^Bind specifications^ Product brochures - advertising Product safety records Product specifications Production Reports - annual summary Schedules Test cards and samples Tickets (batch tickets) (// sr\ fA) y X. Project oompletiof^~reports, ^^esearch and/development Property, plant and equipment records Property tax returns - real and personal Proxy statements, annual shareholders meetings Public opinion studies - PPG Public relations Publications, Federal or state Publications, in-house (PPG News, PPG Progress, PPG Products, etc.) JUNE 1989 Page 9 38 8 9 7 iv 24 27 6 24 24 24 24 24 24 27 5 31 29 6 7 9 n DA !M 292 JUNE 1989 Record ALPHABETICAL INDEX - PAGE XIII Page Sales invoices and credit memos Sales reports By customer By customer and/or industry classification By geographical territory or field office By product and/or product line By profit center Intra-company transfers Sales training programs, manuals and films Savings Plan records Securities and Exchange Commission T reports to bo fil- Security benefit records Security records (investments) seniority records Service recognition awards Shareholders Annual meetings Annual reports Records of Shipping codes records Shipping Procedures Manual Signature records (disbursement accounts) Special events records Special projects assigned by Chairman and/or President Specifications Customer Package Product Raw materials Stores, material and supplies 28 28 28 28 28 28 28 14 3,21 15 34 18 18 20,29 7,29 35 25 28 34 7 9 24 24 24 24 25 294- A Record ALPHABETICAL INDEX - PAGE XV Trademarks Training programs Executive Sales Transparencies - photographs Transportation, traffic reports Trial balances Truck contracts TSCA reports TV commercials -U- Underground tank inventory/ monitoring reports Unemployment compensation records Union certification and recognition records University Executive Programs -V- Vendors' catalogues and price lists Videos of PPG Violation notices, environmental JUNE 1989 ^ - Page 23 -9 - 28 6 32 232 12/ia 6 11 15 19 9 8,26 6 10 BA 296 4^:\usP\ P~L\ iAj-rncQ&sf ^-JUNE 1W-- IMPORTANT: Please read introduction before using Manual. TABLE OF CONTENTS INTRODUCTION A. P>ir/>tS s. Retention Periods c Records ' *i Ty ^ U- . dittos . Archives_ or Microfiche Records u i Electronic Data Processing Records ;x Interpretation of this Manual FUNCTION 1 - ACCOUNTING Section A - Accounts Payable, Sales, and Cost Accounting Records Section B - General Ledger and Related Accounts Section C - Financial Statements and Other Reports for Management Section D - Payroll Records Section E - Property, Plant, and Equipment Records FUNCTION 2 - ADVERTISING AND PUBLIC RELATIONS Section A - Group Advertising and Business Communications Section B - Public Relations and Publications FUNCTION 3 - ENGINEERING FUNCTION 4 - EXECUTIVE FUNCTION 5 - ENVIRONMENT, HEALTH AND SAFETY Section A - Environment Section B - Health, Medical and Toxicology Section C - Safety FUNCTION 6 - EMPLOYEE RELATIONS Section A - Compensation and Benefits Section B - Equal Employment Opportunity Section C - Employment Section D - Labor Relations i BA 298 _JQNE-iW9 ni INTRODUCTION A Purpose The purpose of this Manual is to consolidate PPG Industries record retention practices and policies. The subject of record retention is especially timely in the light of the Corporation's expanding activities and the steadily increasing cost of space for record storage. Accordingly, an important contribution to profit improvement will be. made by strict adherence to the record retention periods set forth in this Manual. I Format of the Manual This Manual is separated into 18 major sections. Each section represents a Function which is basic in the conduct of the Corporation's business. Records and applicable retention periods are listed under the Function in which the records are usually initiated and retained. <7= *" * f dtcA. * & Jin--alphabetical index covering the records of all Functions -is" provided at the end of the Manual- to--feeiliLate--locating the applicable iec<5Td. C. Retention Periods The retention periods listed in this Manual have been established with the advice of representatives from all Functions on the basis of such considerations as Government requirements, the value of the records in conducting current business, the need for the records in the event of litigation, and the historical significance of the records. The retention periods represent the total life of the record, whether filed in active or inactive storage. Records must be destroyed at the end of the applicable retention period, unless otherwise notified (i.e., freeze order in effect). The beginning of the retention period may be the date the record is initiated, or may be based on some other occurrence as specified in the Manual, such as the settlement of a claim or the disposition of property. In either case, when the retention period is stated in number of years, locations may adopt a policy whereby the retention period will begin on the first day of the year following the initiation of the record (or other occurrence as mentioned above). ^----------^ 1 Ijjr # '' t JUNE 1989 yf Archives INTRODUCTION - CONTINUED BA '.rv The archives are maintained by the Law Department to retain historical data and originally-executed documents which establish an indefinite continuing right or liability of the Company. Documents accepted into the archives must have a retention period of longer than 20 years (i.e., Articles of Incorporation, By-Laws, Company Policies, Real-Estate documents, SEC documents, JointVenture Agreements, etc.). Documents sent to the archives should be accompanied by a cover page containing a description of the document (s), the name and location of a contact person if there are any questions, and a reference to any previously-forwarded related document. 6. Responsibility for Records Retention The chief '-accounting--officer at each location, the Department Head at General Office, or other duly-authorized individual will be responsible for the timely disposition of records in accordance with this Manual. Microfilm or Microfiche Records <ny records which are not required to be retained in their original form (i.e., original contracts, deeds, agreements) may be considered for retention on microfilm or microfiche. The process of preparing a microfilm or microfiche of original records permits the immediate destruction of the original record. Filming is not mandatory and should be cost justified. v\ Electronic Data Processing Records <Q. The option is available' to maintain the records inany provided they can readily be converted to hard copy if required, -Retention of certain machine sens'ible fileascv /(crnommi puter tapes or disks) is the subject of an agreement that the Tax Administration Department has made with the Internal Revenue Service. These computer files primarily relate to accounts payable and general ledger cost distribution information and are used by the IRS to more efficiently examine the Company's financial data. The Tax Administration Department will periodically inform the Group Controllers and appropriate Corporate Staff personnel of the retention periods for these data files. Units maintaining these computer files must comply with the retention periods circulated by Tax Administration. ~v ---------~t------ UJatL MU, t~ XiX <- v - -- - --A. *. ,/ - jlj^. ,y PPG JLNDCSTRICO t IMG RECORDS--MRWaQEMEKT COMMITTEE --MISSION / PURPOSE 1. Records Policy - The Records Management Committee will develop a records management policy for the Company to ensure that only those records necessary to operate the business be maintained. The Committee has the responsibility to review, and consolidate where appropriate, all record retention or record management policies. The Committee will update and maintain the corporate records retention manual and all record policies will be included in the manual at least by reference. 2. Records Program - The Committee will develop a records management program for the Company with a goal of ensuring that maintenance and retention of corporate records is in accordance with the internal controls of the corporation, as well as governmental, legal and operational requirements. The records program will include procedures for the management and retention of corporate records. 3. Records Preservation - The Committee will recommend measures to both the Vice President, Finance and the Vice President and General Counsel for protecting the records of the Company in the event of natural disasters, vandalism or other overt actions. e& 304 FUNCTION 10 - RESEARCH AND DEVELOPMENT Description of Record I. Notebooks/Research Data Books Technica1/Laboratory/Pro j ect Reports I Analytical Reports (various) Analytical Procedures/Test Methods Memorandum of Invention/ TP/Invention Conception JeZT <$ther R&D Reports/Data/Records/- Correspondence (See--Attachment ror-Oreup^details) A oJ u r? Retention Period 25 Notebooks may be kept for additional 5 year increments dependent on review and justification by first line managers of R&D unit. ^Permaneiit *r 10 - 5/pffter Superseded Until Patented OR Inactive i/ot. A5~--heeded , ~>but not to exceed 10 Years (Be-aulL--it> 3 Yeais) /o ' 2^0 --, S'i iipiek512 / bSttr <3^15^92) ~ BA 305 COATINGS & RESINS Description of Record Exposure Reports ^Exposure Panels (10 yr.) (20 yr.) -/^Formulas (Paints or Resins) Bi-Monthly Consultant Reports/Sponsored Research Technology Exchange/Toll Manufacturing^-^ Supplier Data (Equipment/Chemicals) License/Secrecy Agreements TV- --Allr- Others Retention Period (Years) 10 10 20 5 After Superseded OR 10 Years After Inactive 10 10 5 10 OR Until Superseded 2 After Inactive As "needed, buL-Hot~to exceed 10~Years (PrtfT*Mlfr is 1 Years) tplek512/bam (5-15-92) M 306 AUGUST 1992 Records not specifically listed in this manual should be r tained for the shortest period to meet a department's business needs, but in no event longer than 3 years. IMPORTANT: Please read' introduction before using Manual. Function 1 - Accountina Section A - Accounts Pavable. Sales, and Cost Accountina Records / Description of Record Retention Period Audited invoices including documentary support 7 Years Audited invoice register 1 Cost statements, annual (December) 7 Years 5 Years Employee expense reports Sales invoices and credit memos 7 Years 7 Years END OF SECTION A 1 BA 307 c AUGUST 1992 Records not specifically listed in this manual should be retained for the short st p riod to meet a department*s business needs, but in no event longer than 3 years. Functjon__J,_ - Accounting Section B - General Ledger and Related Records Description of Record Retention Period 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) While current 7 Years 7 Years 10 Years 7 Years 7 Years 11 Years END OF SECTION B 2 BA AUGUST 1992 Records not specifically listed in this manual should b retained for the shortest period to meet a department's business needs, but in no event longer than 3 years. Function 1 - Accounting Section C - Financial Statements and Other Reports for Management Description of Record Retention Period Audit reports and related records: Internal audit records: Primary detail reports and schedules prepared by auditors 6 Years Final audit reports 6 Years External audit reports 7 Years Financial statements and reports: Form lO-K (Annual Report to S.E.C.) Permanent Financial Statements for the Board of Directors 35 Years Financial Statements for the Management Committee 35 Years Financial Statements (Group Supplements) for Management Committee 35 Years Financial Statements and Reports for each Group or Subsidiary - (For Group or Subsidiary General Management) 35 Years Registration of securities and other required reports filed with the Securities and Exchange Commission (8-K, 9-K, 10-K, 10-Q, S-l, S-7, S-8, S-9, S-16, etc.) 25 Years Unit Operating Reports and Financial Statements 10 Years Schedules and supporting workpapers for interpretation of the above statements and reports. 7 Years END OF SECTION C 3 BA 309 AUGUST 1992 Records not specifically listed in this manual should be r tain d for the shortest period to meet a department's business needs/ but in no event longer than 3 years. Function 1 - Accounting Section D - Payroll Records Description of Record Retention Period Earnings records - annual summary for each employee 3 Years after termination/ or if vested, death Corporate Incentive Programs: Lists of participants Current plus 3 Years Worksheets for calculating awards Current plus 3 Years Related correspondence Current plus 3 Years Payroll deduction authorizations - group insurance, tax withholding, savings plan etc. 3 Years after termination, or if vested, death State Unemployment Compensation Information 8 Years END OF SECTION D 4 310-ft AUGUST 1992 Records not specifically listed in this manual should be retain d for the shortest period to meet a department's business needs, but in no event longer than 3 years. Function 1 - Accounting Section E - Property. Plant and Equipment Records Description of Record Retention Period Authorization requests for capital transactions: Face sheet with authorized signatures 7 Years after completion Post-completion evaluation and supporting data Construction cost records, including accounts payable vouchers or audited invoices and documentary support applicable thereto in addition to records supporting company labor and material included in the amount capitalized Physical inventory of fixed assets Property records 3 Years after post completion 7 Years 7 Years 1 Year after retirement of appli cable property END OF SECTION E 5 BA 311 - Function 5 - Environment. Health and Safety Section A - Environment DescriDtion of Record Air Emission Test Reports and Inventories Ambient Air Monitoring Annual Environmental Vegetation Surveys at PPG Facilities Consent Decrees Discharge Monitoring Reports Environmental Agency Inspection Reports Environmental Audit Reports Environmental Process Studies Environmental Project Scopes All Location Groundwater Monitoring Programs and Reports Hazardous Waste Determination Data Hazardous Waste Manifests Landfill Inspection Reports JUNE 1992 Retention period 5 Years 5 Years 5 Years 10 Years after expiration 5 Years 5 Years 5 Years or until repeat audit, whichever is sooner 5 Years 6 Years after proj ect complete For Active Life, Closure & Post-Closure if applicable 50 Years 50 Years 5 Years 4 / .- 10 . --- BA 31? -- Function 5 - Environment.. Health and Safety Section B - Health, Medical and Toxicology Description of Record Epidemiology Studies on PPG Workers or Community Corporate Health and Medical Audit Reports Material Safety Data Sheets NIOSH Evaluation Studies PPG Toxicological Reports Final Reports for FIFRA Regulations - Raw Data Final Reports for TSCA Studies - Raw Data JUNE 1992 Retention Period 30 Years 5 Years or until repeat audit 50 Years 20 Years or until obsolete or superseded 30 Years Duration of product registration plus 5 years Duration of product registration plus 5 years Duration of product registration plus 5 years Duration of product registration plus 5 years 12 6A 314 Function 5 - Environment. Health and Safety JUNE 1992 Section B - Health. Medical and Toxicology - Continued Description of Record Retention Period Insurance Company Inspection Reports (e.g. IRI Loss Prevention Survey (Blue Report), Elevator Inspections, Liability Insurance, etc.) Between IRI Inspections IRI Plan Fire Prevention Inspection (Plant's Weekly Fire Protection System Inspection e.g.. Sprinklers) Between IRI Inspections IRI Water Supplies Test Results (Provides Historical Data) Permanent 12B BA 316 Ht ivj rn. *'` * (A. -JUNE 1989- XMPORTANT: Please read introduction before using Manual. Function 1 - Accounting Section A - Accounts Payable. Sales, and Cost Accounting Records Description of Record Retention __...P.eriod Audited invoices including documentary support Audited invoice register coetl- A'-.t-.iwatcn for -product pricing for items--- for fpi-1 nr.-'1 qrnm-ninftnt' use Cost statements, annual (December) Employee expense reports Sales invoices and credit memos ( 7 Years 7 Years -3---Yearrs- 5 Years 7 Years 7 Years END OF SECTION A { 1 BA 318 JUNE 1989 Function 1 - Accounting Section C - Financial Statements and Other Reports for Management Description of Record Retention Period Audit reports and related records: Internal audit records: Primary detail reports and schedules prepared by auditors Final audit reports External audit reports Financial statements and reports: Form 10-K (Annual Report to S.E.C.) Financial Statements for the Board of Directors Financial Statements for the Management Committee Financial Statements (Group Supplements) for Management Committee Financial Statements and Reports for each Group or Subsidiary - (For Group or Subsidiary General Management) Registration of securities and other required reports filed with the Securities and Exchange Commission (8-K, 9-K, 10-K, 10-Q, S-l, S-7, S-8, S-9, S-16, etc.) Unit Operating Reports and Financial Statements Schedules and supporting workpapers for interpretation of the above statements and reports. 6 Years 6 Years -Yeaxs 7 Permanent 35 Years 35 Years 35 Years 35 Years 25 Years JS^Years 1 Years END OF SECTION C 3 BA 320 Function 1 - Accounting Section E - Property, Plant and Equipment Records Description of Record Authorization requests for capital transactions: Face sheet with authorized signatures Post-completion evaluation and supporting data Construction cost records/ including accounts payable vouchers or audited invoices and documentary support applicable thereto in addition to records supporting company labor and material included in the amount capitalized Physical inventory of fixed assets Property records JUNE 1989 Retention Period 7 Years after completion 3 Years after post completion 7 Years 7 Years 1 Year after retirement of appli cable property END OF SECTION E BA 322 5 December 23, 1991 DISTRIBUTION G. E. Bost D. C. Cannon P. M. King J. M. Karas M. I. Ritter G. E. Palchak R. J. SameIson J. W. Osheka J. T. Destefano L. S. Bryant P. D. Ziegler G. W. Lovett G. B. Edwards M. M. Fritz D. C. Gallagher J. J. Vichich J. E. Kuzemchek RECEIVED FINANCIAL ACCOUNTING DEC26 1991 FTO JBA 324