Document zL0xdZ5ykrMdKnZaJmzOjZ3a

\ INTER-ORGANIZATION CORRESPONDENCE UNITED STATES STEEL CORPORATIO to Departmental and 'Divisional Records Management Representatives date November 19, 1969 from James Thomson PLAINTIFF'S EXHIBIT USX-I213 Records Retention - Receivables subject Invoices and Associated Paper The retention period on Receivables Invoices, their supporting paper (loader's recap. Bills of Lading, etc.) and associated paper such as debit and credit memos, is being reduced, with Law Department approval, from 20 years to 7 calendar years following year of preparation. The attached replacement pages 2.1 and 7.1 under Schedule C-of the Corporation Records Management Policy and Procedure Manual are furnished to reflect this change. For your information, we are enclosing copy of a letter which explains the effects of this change and arranges for appropriate action. Refer any questions to Office Services Division, Records Management Section, Room 1306, 525 William Penn Place, or telephone Walter F. Brunn, Steelcom 8-723-5870. t Wm&svi Manager,IOffice Services Division Attachments Copy to; Mr. M. L. Heald Holders of Corporation Records Management Policy and Procedure Manual SUBJECT UNITED STATES STEEL CORPORATION RECORDS MANAGEMENT RECORDS RETENTION SCHEDULE (Miniflunt Retention Requirements) CLASSES OF RECORDS accounts receivable FUNCTION RETENTION PERIOD (YEARS) SECTION C ISSUED 4-1-59 PAGE 2.1 REVISED 11-19-6 REMARKS A. Receivable Ledgers * 1. * 2. 3. 4. 5. Receivables Invoices Credit and Debit Memoranda (Adjustments) Cash Remittances Miscellaneous Journal Entry Records Ledger Sheets 7 7 2 2 7 B. Receivable Claims 1. Traffic Department Claims 2. Property Damage Claims 3. Claim Ledger Sheets 7 7 7 C. Reports 1. Monthly Closing Records 2. Inventory Audit Reports 3. Report of Returned Goods 4. Aging of Accounts Receivables Past Due 5. Month-End Balances 6. Slow Moving Wise. A Consignment Matl. 7. Forecasted Write-Down of Slow Moving Matl. at Whses. & Consignment 8. Traffic Report of Whse. Shipments 9. Analysis of Claims (Traffic & Property) 3 3 1/4 1 1/4 1/4 1/4 1/4 7 '- INDICATES REVISION 1 V V { SUBJECT UNITED STATES STEEL CORPORATION RECORDS MANAGEMENT RECORDS RETENTION SCHEOULE (Minimus Retention Requirements) CLASSES OF RECOROS RETENTION PERIOD (YEARS) BILLING FUNCTION SECTION c ISSUED 4-1-59 PACE 7.1 REVISED 11-19- REMARKS GENERAL * Receivables Invoices J Invoice Extension Records 7 2 Invoice Registers 1 Customer -Information Cards - As long as active. Shipment Records Report of Billings 3 1 ( { ( - INDICATES REVISION IWTtR-ORGANIZATION CORRESPONDENCE UNITED STATES STEEL CORPORATION to Comptrollers Steel and Raw Materials General Operating Divisions Service Centers Managers - Accounting Steel and Raw Materials DATE November 19, 1969 FROM James Thomson Records Retention - Rfeceivables SUBJECT Invoices and Associated Paper The retention period on Receivables Invoices, their supporting paper (loader's recap. Bills of Lading, etc.) and associated paper such as debit and credit memos, is being reduced, with Law Department approval, from 20 years to 7 calendar years following year of preparation. As authority for this change. Steel and Raw Materials Units should attach a copy of this letter to existing local Retention Schedules such as SPI-M-1, or to its equivalent former Divisional Schedule currently'in effect. General Operating Divisions may adjust their prevailing Retention Schedules in line with their program. With respect to affected Receivables paper dated December 31, 1962 or earlier, the following applies: a. Please arrange to dispose of such records held locally immediately after January 1, 1970 and no later than January 15, 1970. b. Those of your affected records in storage at Annandale need to be identified by you and authorized for destruction by letter to the Supervisor, Annandale Archives listing Room, Section, Shelf, and Box Number together with description. All of this data is avail able from your copy of the storage box label. This request is to be received by Annandale no later than January 15, 1970. c. Raw Materials, Universal Atlas Cement Division, and USS Agri-Chemicals Division will find attached to this letter a copy of a June 20, 1969 "Hold" from the Tax Division requiring preservation beyond seven years for certain of their invoices pending tax settlement. Appropriate adjustment of disposition date is to be made accordingly by them both for locally held and Annandale paper. Refer any questions to Office Services Division, Records Management Section, Room 1306, 525 William Penn Place, or telephone Walter F. Brunn, Steelcom 8-723-5870. cc: Messrs. R. M. Braund J. L. Ortner C. A. Headlee L. W. Roe H. T. Blake Records Management Representatives & Holders of Corp. Policy & Procedure Manual V INTERORGANIZATION CORRESPONDENCE UNITED STATES STEEL CORPORATION to Mr. James Thomson Manager, Office Services Attention: J. J. Simica (W. F. Brunn) date from June 20, 1969 D. K. Frick subject "Hold** on Invoices The newly recommended seven year retention period for Corporation invoices is basically satisfactory with the Tax Division. However, Federal tax settlements with respect to depletion allowance on own-produced minerals make it necessary at this time for those Corporation units listed below to "hold" invoice copy for the material indicated until further notice. This includes "public sale" invoices and inter-Division invoices if any: Location Material Date 192 Frick District Coal 1/1/60 forward 210 Gary District Coal do 223 Lynch District Coal do 309 West District Coal do 483 South District Coal, zinc, limestone do 611 Western Ore Opns. Natural or pelletized ore, dolomite, limestone do 629 Eastern Limestone Opns. ) ) 632 Michigan Limestone Opns.) Dolomite, limestone do 635 Minnesota Ore Opns. Natural or pelletized ore do Agri-Chemicals Phosphate do Universal Atlas Cement Co. All products - all invoices 1/1/57 forward Invoices from these locations for material other than described above are not included in this "hold". We understand that you will annually review this list with us for updating prior to your advising the affected responsibilities. This letter supersedes prior communications on this subject. 0 !<, -< Director-Taxes