Document wgRbVLGJx0828EYmRX8DVBRyQ
z* PLAINTIFF'S 8 EXHIBIT
to BEA --6 5
1 1 1 1
1 1
1 1 1 1 1 1 i
record retention manual
revised
JUNE 1990
BEAZER EAST/ INC. RECORD RETENTION MANUAL
(REVISED JULY 1990) CONTENTS Beazer Records Retention Objectives Policy Statement Definition of Records Records Retention Committee Records Administrator Operational Reviews of Retention Schedules Records Retention Manual Department Representatives Suspension of Retention Periods Beazer Records Retention Guide Packaging Standard Record Boxes Lid-Type Card Record Boxes Storage Labels Shipping Label Pickup for Storage Retrieving Records From Storage OUT Sheets-Record Retention Delivery Tickets Standard Record Box Construction Cancelled Check Boxes Record Storage Request Form (RC2-B) Permanent Storage Label Form (RC-76) Non Permanent Storage Label Form (RC-76) Shipping Label Form Notice of Pickup For Record Storage Form (RC4-B) Record Retrieval Request Form (B-73) OUT Sheets-Record Retention Delivery Ticket Form (RRl-B)
p&GE 2 2
2-3 3 4 4 4
4-6 7
8-24 25 25
.25 25-26
26 26 26-27 27 28-29 30 31 32 33 34 35 36
37
BEAZER RECORD RETENTION JUNE 1990
Beazer Records Retention objectives Beazer record retention seeks to satisfy these objectives: 1. Records shall be retained as long as needed for successful
business operations. 2. Records shall be retained as long as needed to fulfill
obligations under law and to customers, employees and the public. 3. Records of archival value shall be retained permanently. 4. Records shall be destroyed promptly after the above objectives have been met.
Policy Statement A retention period will be established for all records. Records identified as vital will be protected from loss and retained until their retention period expires, and then destroyed. NOTE: THIS RECORD RETENTION POLICY APPLIES ONLY TO RECORDS RETAINED IN CONNECTION WITH THE ONGOING OPERATIONS OF BEAZER. ANY A.ND ALL DOCUMENTS RELATING TO FORMER BEAZER/KOPPERS COMPANY, INC. PLANTS AND OPERATIONS SHOULD BE RETAINED UNTIL FURTHER NOTICE. Definition of Records The term ''Records" means all media containing language, numeric, graphic or other information which are created or received in the course of company business. These media include but are not limited to correspondence, memoranda, forms, reports, checks, journals, ledgers, legal instruments, computer printouts, drawings, maps, photographs, micrographics, cards, punched cards, electronic media (tape, disks, diskettes and voice recordings). A single such media will be called a document if paper; a frame if micrographic; or a record if electronic. Plural documents,
2
frames or records, fastened or otherwise placed together in
sequence, may be called a file. Organized collections of
documents or files, assembled into file series, may be called a
file station. Records removed from file station for storage will
be sent to the record center at Boyers, PA.
Records Retention cswwittee
The committee on records retention ("Committee") has a master
retention list with accompanying detailed policy forms for those
records and documents for which retention dates have been
established. The list will be supplemented from time to time as
additional records are reviewed. All questions regarding records
not covered in the master list should be referred to the
Committee. As of this date, the Committee consists of:
Chairman - Dean F. McAllister
Members - Jill M. Blundon
Robert A. Hannan
David J. Feals
Thomas R. Zurchin
Alan X. Brown
Thomas F. Kasunich
Authority to' implement matters relating to records retention
shall be exercised by the Committee. The Committee shall be
chaired by a member of senior management, and shall have as
permanent members a lawyer and members representing Tax, Finance,
Human Resources, Environmental, and Operations. The Committee
shall usually include, as a temporary member, a representative
from each department whose records are under discussion at a
particular meeting. The Committee shall decide how long to keep
records; how to protect records; and company record keeping
policy. Minutes of Committee decision will be filed with the
Records Administrator.
3
1 Records Administrator
I The Records Administrator shall perform the staff work of the Committee. Duties include drafting and coordinating approvals of
retention schedules; publishing approved schedules and updating
I the records manual; and recording Committee decisions.
I Operational Reviews of Retention Schedules
New or revised schedules shall be reviewed by the department
1 and/or function group maintaining the records, to meet practical
operating needs. The Records Administrator will review schedules
1 with concerned levels of managers, supervisors and other
1 employees. Record Retention Manual
1 The records retention manual contains the general policy for
records retention as well as retention schedules that list
1 specific records and set forth retention periods. The Records
a Administrator shall maintain a complete set of manual pages with copies distributed to each department or functional group.
i Department Representatives
i Each department or functional group shall appoint a person to serve as liaison with the Records Administrator. Their
a responsibilities shall include maintaining an up-to-date sender's manual; monitoring retention of records in compliance with record
i retention manual; shipping records to the records center; and
other assistance as needed.
a
i
a
i 4
i
DEPARTMENT REPRESENTATIVES
CORPORATE CONTROL AND ADMINISTRATION ACCOUNTING
ENVIRONMENTAL AND SPECIAL PROJECTS PROJECTS
EXECUTIVE ADMINISTRATION
HUMAN RESOURCES BENEFITS PAYROLL LABOR RELATIONS HUMAN RESOURCES PLANNING PUBLIC RELATIONS
INSURANCE RISK
INTERNAL AUDITING AUDITOR
LEGAL SERVICES GENERAL CORPORATE ENVIRONMENTAL ANTITRUST LITIGATION
MANAGEMENT INFORMATION SYSTEMS MIS
OPERATIONS SAFETY MARKET RESEARCH REAL ESTATE
5
Thomas S. Hay
David R. Kerschner
Virginia M. Emanuele
James Guerriero Keith J. Bruckner John F. Franckhauser James R. Morrisey Gerald B. Wellner
Jack D. Gallie
Beverly K. Yakubisin
George Carroll Billie S. Nolan Thomas F. Reid Mary D. Wright
Robert J. Zupsic
Richard L. Seago
Jane c. Snyder
James B. Springfield
department representatives
PURCHASING PURCHASING AGENT
RECORD RETENTION CORPORATE RECORD ADMINISTRATOR
TAX SECTION FEDERAL TAXES
TREASURY ASSISTANT TREASURER
NORTHEAST REGIONV.P. AND REGIONAL CONTROLLER
SOUTHEAST REGION REGIONAL CONTROLLER
TIDEWATER CONSTRUCTION & CDK CONTRACTING EXECUTIVE V.P.
Thomas F. Kasunich Thomas F. Kasunich Donna M. Huber Claire M. Davis Wayne L. Pysher Floyd T. Morgan David J. Eastwood
6
Suspension of Retention Periods Committee members may instruct the Records Administrator to suspend a retention period. Such suspension shall be approved by the Committee at its next regularly scheduled meeting following receipt of the request, and will expire exactly one year later, unless renewed or withdrawn by the Committee. During the suspension period, the Records Administrator shall direct the department representative and others concerned to ensure that the affected records are not destroyed.
L F. C. Moore President & CEO
Dean F. McAllister Chairman, Records Retention Committee
Thomas F. Kasunich Corporate Records Administrator
I7
BEAZER RECORD RETENTION GUIDE
This guide describes the retention storage and destruction of original documents through the company. The records are grouped into functional categories, not departmental categories and listed in the guide in alphabetical order, along with the years/months of retention. Each unit which created documents will decide how documents will be retained. Thomas F. Kasunich, Records Administrator at 227-2918, will assist with policy and storage requests.
Only one original document should be retained. Extra copies of documents should not be retained. Procedures for preparation of documents for storage, transfer of documents to the storage facility, retrieval of documents, and the destruction of documents by the storage facility, are included at the end of the listing of documents and their retention period.
As an example of how you should interpret the legend on page 9 of this manual, and taking the first entry, "Accounts Payable-Vendor Invoices," you will note that those records are to be maintained on-site for "CY-rl" which means the current calendar year plus one additional calendar year. At the end of that period, the records are to be shipped to Boyers where they will be maintained for an additional 6 years, making the "Total" 7 years. You will note that there is nothing listed in the "Review" column for this category of documents because these records are ones that will be destroyed at the end of their retention period at Boyers, thus making review unnecessary.
8
FORM #
RECORD .RETENTION GUIDE
CY=Current Year ACT=Active p=Permanent
OS=on site B=Boyers T=Total Period Years
TYPE OP RECORD
ON SITE BOYERS TOTAL
ACCOUNTING
ACCOUNTS PAYABLE Accounts Payable-Vendor Invoices
CY+1
6
7
Accounts Payable-Ledgers
CY+1
6
7
Amortization Records
CY+1
6
7
Bills of Lading Air Freight Inbound Rail Truck
CY+1
6
7
Cash Disbursements
CY+1
6
7
Commission Statements
CY+1
6
7
Commission Registers
CY+1
6
7
Cost Accounting Records.
CY+1
6
7
Cost Sheets
CY+1
6
7
Cost Statements
CY+1
6
7
Credit Card Charge Slips
CY+1
6
7
Credit Card Statements
CY+1
6
7
Debit Advices
CY+1
6
7
Donations
CY+1
6
7
Expense Reports
CY+1
6
7
Petty Cash Reports
CY+1
6
7
Property Taxes
CY+1
6
7
Purchase Requisitions
CY+1
6
7
Royalty Payments
CY+1
6
7
Travel Expenses
CY+1
6
7
Unemployment Insurance Payments
CY+1
6
7
Vouchers
CY+1
6
7
Workers Compensation Insurance Payments
CY+1
6
7
9
FORM #
TYPE OF RECORDS ACCOUNTING ACCOUNTS RECEIVABLE
Accounts Receivable Accounts Receivable Ledgers Cash Ledgers Cash Journals Cash Receipts Cash Sales Slips Collection Notices Collection Records Credit Advices .Receipts Sales Receipts Uncollected Accounts Promissory Notes CAPITAL PROPERTY Acquisitions Capital Asset Records Depreciation Schedules Fixed Assets Material Transfer Files Mortgage payments Plant Ledgers Property Detail Records Property Inventory Property Sold GENERAL Account Ledgers Accounting Procedures
10
ON SITE BOYERS TOTAL REVIE
CY+1 CY+1 CY+1 CY+1 CY+1 CY+1 CY+1 CY+1 CY+1 CY+1 CY+1 CY+1 ACT+1
6 6 6 P 6 6 6 6 6 6 6 6 19
CY+1 CY+1 CY+1 CY+1 CY+1 CY+1 CY+1 CY+1 CY+1 CY+1
CY+1 CY+1
P 6 6 6 6 6 P P 6 P
P 6
7 7 7 P 10 7 7 7 7 7 7 7 7 20 10
P 10 7 7 7 7 7 P 10 P 10 7 P 10
P 10 7
TYPE OF RECORD ACCOUNTING ' GENERAL
Balance Sheets Books of Accounts Credit Applications General Ledger, Annual General Ledger, Monthly Journal Entries -Journals Registers Trial Balances
ON SITE BOYERS TOTAL REVIEW
CY+1 CY+1 CY+1 CY+1 CY+1 CY+1 CY+1 CY+1 CY+1
6 6 6 P P P P 6 6
7 7 7 P 10 P 10 P 10 P 10 7 7
ADMINISTRATION
GENERAL Authorization Tables
Appropriation Acquisitions/ Cash Expense Bocks
Potential Acquisitions
Chronological/Capital Stock/ Stockholders Matter
Corresponcence/Administration
Correspondence/Export-Import
Directives/Receipts-Deposits
Non-Enviromnental Feasibilities Studies
Organization Charts
Policies
Policy Statement
1
1 1
1 1 1 1
1 ACT 1 1
P
P 6
P 2 6 P
2
P P
P 10
P 10 7 10
P5 3 7 P 10
3
P 10 P 10
11
FORM #
TYPE 0? RECORD
OK SITS BOYERS TOTAL REVIEW
ADMINISTRATION
GENERAL Procedure Manuals
1 P P 10
Reading Files Tables of Authorizations
1 1 P P 10
PROPERTY FACILITIES Building Permits Deeds Lease Abstracts
ACT+1 ACT+1 ACT+1
P P P
P 10 P 10 P 10
Lease Acquisitions Maintenance Records Motor Vehicle Maintenance
ACT+1 ACT+1 ACT+1
P P P
P 10 P5 P5
Motor Vehicle Records
ACT+1
P
P
5
Office Improvements
1
Office Layouts Property Summaries . Property Titles
1 1 P P 10 1 P P 10
Real Estate Records
1 P P 10
Easements
ACT+1
P
P 10
Survey and Construction Drawings 1
P P 10
Lease/Purchase Agreements
ACT+1
P
P 10
Lease/Subleases
ACT+1
P
P 10
Appraisals
4
Repair Records
ACT
Water Rights
1 P P 10
Zoning Permits
ACT+1
P
P
5
12
FORM # TYPE OF RECORD
RECORDS MANAGEMENT (BOYERS) Computer Tape Indexes
Record Destruction
Records Inventory
Record Management.Procedure
Record Manual
RC2-B
Record Storage Request
RC-7 6
RECORD RETENTION CENTER (BOYERS) Information and Description Label-Green Copy After Destruction
RC-4 RC-5
Notice of Pickup for Storage
Retrieved Records Form Being Returned to Storage
RRI-3
Beazer Record Retention OUT-Delivery Ticket Blue and White Copy
Computer Runs-Inventory
Year-End Billing
Daily Data Transmitted From Scanner
Correspondence/Boyers
SECURITY Badge Lists
Employee Clearance Listings
Visitor Registration
ON SITE BOYERS TOTAL REVIEW
P p 10 P P 10 P p 10 p P 10 p P 10 77
P 7
7
ACT+1 ACT+1 ACT+1
7 7 P
7 3
P 10 7
7
7 7 P5 7 3
BUSINESS ORGANIZATION Partnership Agreements SEC Filing Annual Reports Articles of Incorporation (Pgh)
ACT+1 1 p P
P P
P 10 P 10 P 10 P 10
13
FORM #
TYPE OF RECORD BUSINESS ORGANIZATION
Board of Directors Meeting Minutes and Minute Books (Pgh)
Board of Directors Meeting Notices (Pgh)
Bond Register
Bond Surety
Bonds
Bylaws Capital Stock Certificates
Capital Stock Ledgers
Capital Stock Records
Capital Stock Sales
Capital Stock Transfers
Corporate Reorganizations
Dividend Records
Fidelity Bonds
Proxies Signed
BUSINESS OPERATIONS Quarterly Reports
Shareholders Meeting Minutes (Pgh)
Shareholders Meeting Notices (Pgh)
Shareholders Proxies
Shareholders Listing of Voting Records
ON SITE BOYERS TOTAL REVIEW
P
P
ACT+1
P
ACT+1
P
1P
PP
PP
1P
1P
1P
1P
1P
1P
ACT+1
19
1P
1
1P
1P 1P
1P
10
P 10 P 10 P 10 P5 P 10
10> P 10 P 10 P 10 P 10 P 10 P 10 20 P 10
P 10
P 10 P 10
P 10
14
FORM # TYPE OE RECORD
BANKING Banking Bank Reconciliations Bank Statements Check Registers Check Stubs Cancelled Checks Deposit Slips Check Copies Wire Transfers Bank Transfers Authorizations
GENERAL External Non-Environmental Audit Reports Internal Non-Environmental Audit Reports ORIGINAL COPY Budget Work Papers Budget-1-Yr Budget 5-Yr Financial Plan Annual Financial Report Monthly Financial Report Financial Statement Forecast 1-Yr Forecast 5-Yr Profit and Loss Statement Profit Report
15
ON SITE BOYERS TOTAL RSVIEV
CY+1 CY+1 1 1 1 1 1 1 1 1
6 6 6 6 6 6 6 6 6 6
I
I I
I
I I I I
1
1 1 CY+1 CY+5 ACT 1 1 1 CY+1 CY+5 1 1
2 P
4 P P 4 P 2
3
P1
I
I10 P "I
10 | P
I
10
p 0{
I3 I
I
TYPE OP RECORD
ON SITE BOYERS
"m/-*,
*W
z.zvr z
INVESTMENTS/INSURANCE Bond Investments Future Investments Active Insurance Policies Cancelled Insurance Policies Property Inventory Investments Letters of Credit Mortgage Records Cancelled Notes Outstanding Notes Paid Notes Options Contracts Options and Futures Security Sales Stock Investments
Casualty Claim Files Insurance Certificates Claims-Loss, Damage and Freight Overcharges
1 1 1 1 1 1 1 1 1 1 1 ACT+1 1 1 1 ACT+1 ACT+1
1
6 6 P P 6 6 19 19 19 19 19
6 6 6 14 P
P
7 7 P 10 P 10 7 7 20 10 20 10 20 10 20 10 20 10
7 7 7 15 10 P 10
P 10
LEGAL Contract Administration Agreements Contract Audits Buy/Sell Agreements Contract Cost Analysis Contract General Contract ComDliance
ACT+1 ACT+1 ACT+1 ACT+1 ACT+1 ACT+1
6 P P P P 19
7 P 10 P .10 P 10 P 10 20 10
16
TYPE OP RECORD LEGAL
Contract Documentation Contracts, Government
ON SITE BOYERS TOTAL REVIEW
ACT+1 ACT+1
19 19
20 10 20 10
CONTRACT ADMINISTRATION
Contract Property Improvement
Contract Negotiated Charges, Specifications, Procedures, and Correspondence
Title Documentation
Warranties
Other Financing and Debt Agreements
GENERAL
Patents
Patent Agreements
Patent Applications
Trademark Records
Antitrust Compliance Guidebooks
Antitrust Compliance Guidebook Receipts
Legal Complicance Certificates
ACT+1
P
ACT+1 1 ACT+1
P 19 24
ACT+1
19
1 ACT+1 ACT 1 1
P p
P P
1P 1 .p
P5
P 10 20 10 25 10 20
P 10 P 10
P 10 P 10 P 10 P 10
TAX COMPLIANCE Payroll Tax Filings Excise Tax Filings Federal Income Tax Filings Sales and Use Tax Filings State Income Tax Filings Tax Return Motor Fuel Tax Return Property
3 .4 34 34 34 .5 3 34 53
7 7 7 7 8 7 8
17
] TYPE OF RECORD
ON SITE BOYERS TOTAL REVIEW
TAS COMPLIANCE
1 LITIGATION CLAIMS
] Court Records Grievances
] PURCHASING
ACT ACT+1
7 4
7 5
1 Bids Accepted Bids Rejected
1 Catalogs
I Price Lists Purchase Orders
I Quotations Receiving Documents
1 Vendor Literature
I Requisitions ENVIRONMENTAL
ACT+1 1 ACT ACT+l CY+1 CY+1 1 ACT CY+1
P 6 6
P 10 7 7
I Records Related to the Manufacture, Transportation,
Use, Testing, Treatment, Storage
I and Disposal of Hazardous Substances/Materials/Wastes
3
27
10
] Records Related to the Manufacture, Transportation, Use, Testing,
Treatment, Storage and Disposal
] of Solid Wastes
3 27
10
Environmental Work place,
Biological Monitoring Results
CY
P P 10
I Material Safety Data Sheets CY P P 10
] Medical Surveillance Air Emission Records
CY 30 2 30
10 5
i
1 18
]
WORM # TYPE OF RECORD
ON SITE BOYERS TOTAL REVIEW
ENVIRONMENTAL
Air Pollution Control Equipment Records
2 30
5
Hazardous Waste Generator Annual Report/Exceptions Report
3
27
5
Hazard Communications
1 29 30 10
Contingency Plans (SPCC)
ACT 20 30 10
Maps, Photos
ACT 30 30 10
Permits and Related Documents ACT 30 30 10
Correspondence/Environmental CY 30 30 10
Closure Plans
ACT 30 30 10
Technical Reports
CY 29 30 10
Consent Orders, Consent Decrees,
Unilateral Orders, Notices of
Violation, Warning Letters, etc'.,
and Related Documents
ACT 29 30 10
MARKET-RESEARCH Market Research Data Market Studies
ACT ACT
30 30
PERSONNEL Actuarial Records Disability Records Educational Assistance Files Employee Benefits Employee Relocations Employee Stock Purchase Agreements Incentive Plans Pension Plan Vesting Files Pension Plans 19
1 1 1 ACT+1 1
6 P 6 6 6
ACT+1 ACT+1 ACT+1 ACT+1
6 6 P 6
7 P 10 7 7 7
7 7 P 10 7
FORM #
TYPE OF RECORD PERSONNEL
Employee Savings Plans Retirement Benefits Service Records Sick Leave Benefits Accrued Years of Service Affirmative Action Plan Report EZO-1 Vets - 100 GENERAL Arbitration Decision Attendance Records Collective Bargaining Agreement Employee Manuals Job Descriptions Labor Union Contracts Labor Union Meetings
ON SITE BOYERS TOTAL REVI
ACT+1 ACT-rl 1 ACT+1 ACT-rl 1 1 1
6
p
p 6 P
P P
7 P P 7 P 1 P P
1 1 1 1 1 ACT 1
77 PP ACT+9 20 PP PP PP 23
10 10
10
10 10
5 10 10 10 10
HEALTH AND SAFETY
Accident Reports
Audiometric Tests
Damage Reports
Elevator Certification
Emergency Action Plans
Industrial Hygiene Monitoring Records
Industrial Hygiene Testing Methodology
Industrial Hygiene Testing Reports
1 1 1 ACT ACT
1
1
1
6 2 5
P P P
7 3 6
P 10 P 10 P 10
20
FORK # TYPE OP RECORD
PERSONNEL
HEALTH AND SAFETY
Industrial Hygiene Testing in Workplace
Fire Extinguisher Records
Fire Prevention Programs
Health and Safety Bulletin
Health Insurance Claims
Injury Reports
OSHA200
Log Accidents
OSHA200
Log Injury
Employee Medical Records
Employee Exposure Records
Noise Exposure Measurement
Radiation Exposure Records
Safety Records
Safety News Letter
OSKA101
Supplementary Records
PERSONNEL ACTIONS
Applications Hired
Applications Rejected
Apprenticeships Records
Employee Personnel Files (Including Evaluations, History, Appraisal)
Job Layoff Records
Personnel Actions
Personnel Files: Terminated Filmed-Hard Copy to Boyers Copy Microfilm to Boyers
ON SITE BOYERS TOTAL REVIEW
1 l ACT 1 ACT 1 1 1 CY CY 1 1 1 1 1
P
6 6 6 6 6 P P P P P 6 6
ACT 1 ACT
P
ACT ACT ACT 1
P P P
10 P
P 10
7 7 7 7 7 P 10 P 10 P 10 P 10 P 10 7 7
P 10
P 10 P 10 P 10 10 P
21
TYPE OP RECORD
ON SITE BOYERS TOTAL
PERSONNEL
PERSONNEL SALARY ADKINISTRATION Bonuses W-2 W-4 Payroll Deductions Time Cards Time Sheets Regular and Overtime
1 1 1 1 1 1
56 PP PP 7 PP PP
PAYROLL Garnishments Accounting Garnishments Orders Payroll Checks Payroll History Payroll Records
' Payroll Registers Payroll Details
CY+1 ACT CY+1 1 CY-rl CY+1 CY+1
6 6 6 P P P P
7 7 7 P P p P
PRODUCTION DEVELOPKENT Blue Prints Design Records Engineering Records Laboratory Records Production Design Specifications Product Testing Research Records Testing Reports
ACT 1 ACT 1 1 1 1 1
P
P P P P P
P
P P P P P
5 5
10 10
10 10 10 10
10
10 10 10 10 10
TYPE 07 RECORD PRODUCTION DEVELOPMENT PRODUCTION
Inspection Records Production Inventory Production Cost Production Reports Production Specifications Quality Control Reports Warehouse Inventory Records Work Orders Work Status Reports
PUBLIC RELATIONS Advertising Artwork Customer Complaints Government Document Files Legislation Pending Mail Lists Media Packets News Releases News Internal Newspaper Clippings Publicity Photographs Slide Presentations Speeches
ON SITE BOYERS TOTAL review
1 1 1 1 ACT 1 1 ACT 1
P 6
6 6
P 10. 7
7 7
CY-fl 1 ACT ACT ACT ACT ACT P CY+1 P P p 1
2 6
P 1 P P P P
3 7
P5 2 P5 P5 P5 P5
23
FORM # TYPE OF RECORD
SALES Back Orders Customer Credit Files Customer Lists Market Plans Orders Order Acknowledgements Bids - Unsuccessful - Successful Price List Sales Records
SHIPPING AND TRANSPORTATION Bills of Lading Export Declarations Freight Records Packing Lists Shipping Instructions Shipping Manifests Shipping Tickets Way Bills
ON SITE BOYERS TOTAL REVIEW
1 ACT ACT CY+5 ACT+1 ACT+1 1 ACT+1 ACT ACT+1
P P P
6
5 P 10 P 10 P 10
7
CY+1 CY+1 CY+1 CY+1 CY+1 CY+1 CY+1 CY+1
6 1 6 6 6 6 6 6
7 2 7 7 7 7 7 7
Packaging For transfer to and from storage at Boyers, all common type archive records, and all paper copies of special type archive records, shall be filed in specially constructed' corrugated boxes. Standard Record Boxes All common type archive records and all paper copies of special type archive records (except cancelled checks, certain card records, oversized ledgers and oversized loose forms) shall be filed in specially constructed corrugated boxes (with lids) having an inside bottom dimension of approximately 12" x 15" and an inside height of about 10". This box (to be known as The Standard Record Box) will receive crosswise, standard file folders (or lengthwise, legal size file folders.) Placed upright as'in an ordinary file drawer, it will also receive standard size bond ledgers and reports. An example of the box is on pages 28.,29.. Lid-Type Card Record Boxes Cancelled checks, tabulating cards and other card records not larger than 3-3/8" x 8-1/2" for transfer to Boyers Record Center shall be filed in specially constructed corrugated boxes (with lids) having an inside bottom dimension of approximately 8-1/2" x 15" and an inside height of about 3-1/2". An example of the box is on page 30. Storage Labels Storage labels may be obtained from the Beazer Record Center by submitting a Record Storage Request (Form #RC2-B) to Beazer Record Center, 1022 Koppers Building, phone number (412) 2272918. An example of the form is on page 31.
25
A barcoded label.will be printed by tne Record Center computer assigning the label a Sender Number which is made up by a division number, location number, the current year and a box number. The computer also assigns an address to the' box consisting of a station, section, shelf and position.
There are two types of labels, both having form #RC-76.
PERMANENT - Red Label
There is an example on page 3 2
NON-PERMANENT - Blue Label There is an example on page 3 3
When the sender receives the form RC-76, the label will have the
Sender Number printed on the top, and directly above, the Sender
Number will also appear in barcode. Follow the instructions as
they appear on the examples.
In addition to the above labels, the sender will receive a shipping label to be placed on the outside of the box for shipment to the mines. An example is on page 34. Pickup For Storage When the boxes are ready to be shipped to the mine, a Notice of Pickup for Record Storage (form #RC4-B) should be sent to the Record Center Office, K-1022. Only then will the Record Center personnel pick up the boxes and take them to the mine for storage. An example of the form is on page 35. Follow the instructions as they appear on the example. Retrieving Records From Storage When a box is needed from storage, a Record Retrieval Request(form #B-73) should be sent to the Record Center Office, K-1022. The Record Center personnel will process the request and the box will be delivered on the next regularly scheduled day. An
26
example of the form is on page 36. Follow the instructions as the appear on the example. out Sheets - Record Retention Delivery Tickets When a box is being called back from the mine for retrieval, the Record Center personnel fills out a Record Retention Delivery Ticket (Form #RRI-B). This form is then signed and dated by the recipient of the box. An example of the form is on page 37.
27
STANDARD RECORD BCK (continued)
APPENDIX C Page II
The inner bottom board is inserted and pressed down firmly against the folding bottom sections, especially at all comers and edges.
Thus the inner bottom board provides a ridged support, securely bolding the bcay of the box in open position.
The lid as provided in its original flat position.
28
The lid with sides folded in place, ready for over folding of ends.
STANDARD RECORD BOX (continued)
APPENDIX C Page III
1
8. The Standard Record Box and lid, fully assembled.
29
LID-TYPE CARD RECORD BOX
APPENDIX C Page IV
1. The body of the box as provided in its original flat position.
2. The body of the box brought partially into its asssnbled position.
3. The lid-type record box with lid, fully assembled. (The lid is constructed, and folded into final position, in the same man ner as the lid of the Standard Record Eox.)
30
I BEAZER RECORD RETENTION
RECORD STORAGE REQUEST
1 REQUESTED BY | Jane Doe
DATE 4/2/90
GROUP/TDEPftRTWEHT/UDCftTIOH Beazer / Human Resources / K-1050
# OF BOXES 12
jl STARTING SENDER'S NUMBER
l 769-3105-90-24
I
PERMANENT RECORD?
NON PERMANENT RSXWD?
1I---------------------
6
DESTRUCTION DATE IF NON PERM. 4 - 2000
I 2 - 1994
I
j [SPECIAL. INSTRUCTIONS OR COt>ENTS:
Please specify in this block if the labels you are requesting are for check boxes or X-rays.