Document zbp6XOp7Y2zZEVkVzv3zGdznm
RECORD RETENTION MANUAL
REVISED JUNE 1990
SC-BE-27300
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 (RR1-B)
PAGE 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 AND 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 Committee
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. Xasunich
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
] J 1 1 1 ] 1 ] 1 1 1
I
1 1 1
I
1
I
I
Records Administrator 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 the records manual; and recording Committee decisions. Operational Reviews of Retention Schedules New or revised schedules shall be reviewed by the department and/or function group maintaining the records, to meet practical operating needs. The Records Administrator will review schedules with concerned levels of managers, supervisors and other employees. Record Retention Manual The records retention manual contains the general policy for records retention as well as retention schedules that list specific records and set forth retention periods. The Records Administrator shall maintain a complete set of manual pages with copies distributed to each department or functional group. Department Representatives Each department or functional group shall appoint a person to serve as liaison with the Records Administrator. Their responsibilities shall include maintaining an up-to-date sender's manual; monitoring retention of records in compliance with record retention manual; shipping records to the records center; and other assistance as needed.
4
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. Kay
David R. Xerschner
Virginia M. Emanuele
James Guerriero Keith J. Bruckner John F. Franckhauser James R. Morrisey Gerald B. Wellner
Jack D. Gallie
Beverly K. Yakuhisin
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 REGION-
'
V.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.
F. C. Moore
L
President & CEO
Dean F. McAllister Chairman, Records Retention Committee
Thomas F. Kasunich Corporate Records Administrator
7
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=Pennanent
OS=On site B=Boyers T=Total Period Years
TYPE OF RECORD
ON SITE BOYERS tota:
ACCOUNTING
ACCOUNTS PAYABLE Accounts Payable-Vendor Invoices
Accounts Payable-Ledgers
CY+1 CY+1
6 6
7 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
7 7 7 P 7 7 7 7 7 7 7 7 20
10 10
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
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 P P P 7 7
10 10 10 10
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 OF RECORD
OK SITE BOYERS TOTAL REVIEW
ADMINISTRATION
GENERAL Procedure Manuals
1 P P 10
Reading Files
1
Tables of Authorizations
1 P P 10
PROPERTY FACILITIES
Building Permits
ACT+1
P
P 10
Deeds
ACT+1
P
P 10
Lease Abstracts
ACT+1
P
P 10
Lease Acquisitions
ACT+1
P
P 10
Maintenance Records
ACT+1
P
P
5
Motor Vehicle Maintenance
ACT+1
P
P
5
Motor Vehicle Records
ACT+1
P
P
5
Office Improvements
'
1
Office Layouts
_ 1
Property Summaries
'
1 P P 10
. Property Titles
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 #
RC2-B RC-76 RC-4 RC-5 RRI-3
TYPE OF RECORD
RECORDS MANAGEMENT (BOYERS) Computer Tape Indexes
Record Destruction
Records Inventory
Record Management.Procedure
Record Manual
Record Storage Request
RECORD RETENTION CENTER (BOYERS) Information and Description Label-Green Copy After Destruction
Notice of Pickup for Storage
Retrieved Records Form Being Returned to Storage
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 REVTFW
P P 10 P P 10 P P 10 P P 10 P P 10 77
P 7
7
7 7 P
7 3
ACT+1 ACT+1 ACT+1
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 ACT+1 ACT+1 1 P P 1 1 1 1 1 1 ACT+1 1
P P P P
P P P P P P 19 P
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
10 1 p p 10 1 p p 10
10
14
FORM # TYPE OF 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
ON SITE BOYERS TOTAL REVIEW
CY+1 CY+1 1 1 1 1 1 1 1 1
6 6 6 6 6 6 6 6 6 6
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
7 7 7 7 7 7 7 7 7 7
3 P
10
P 10
P 10
10 p 10 3
15
TYPE OP RECORD
ON SITE BOYERS m* /W**, - RHVZ 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
67 67 PP PP 67 67 19 20 19 20 19 20 19 20 19 20
67 67 6 7' 14 15 PP
PP
10 10
10 10 10 10 10
10 10 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
FORM t
TYPE OF RECORD LEGAL
Contract Documentation Contracts, Government
OK SITE BOYERS TOTAL REVIEW
ACT+1 ACT+1
19 19
20 10 20 10
CONTRACT ADHINISTRATION
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 3 3 3 .5 3 ,' 5
47 47 47 47 38 47 38
17
] TYPE OF RECORD
TAX COMPLIANCE
I LITIGATION CLAIMS Court Records
I Grievances
ON SITE BOYERS TOTAL REVIEW
ACT ACT+1
7 4
7 5
] PURCHASING
1
Bids Accepted
`
Bids Rejected
1 Catalogs
Price Lists
I Purchase Orders
ACT+1 1 ACT ACT+l CY+1
P 6
P 10 7
Quotations
I Receiving Documents
CY+1 1
1
Vendor Literature
.
ACT
Requisitions 1
CY+1
6
7
ENVIRONMENTAL
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 1
3 27
10
Environmental Work place,
Biological Monitoring Results
CY
P
P 10
I Material Safety Data Sheets
CY P P 10
1 Medical Surveillance Air Emission Records
i
CY 30 2 30
10 5
1
18
]
FORM # 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 0? 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 REVIZV
ACT+1 ACT+1 1 ACT+1 ACT+1 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 OF 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 P 10
6 6 6 6. 6 P P P P P 6 6
7 7 7 7 7 P P P P P' 7 7
10 10 10 10 10
ACT 1 ACT
P
P 10
ACT ACT ACT 1
PP PP P .P
10 10 PP
10 10 10
21
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TORN # TYPE OP RECORD
i nun mo'iimii i mi mi
ON SITE BOYERS TOTAL REVIEV
W-2 W-4
PERSONNEL
PERSONNEL SALARY ADMINISTRATION
Bonuses
1
W-2
1
W-4 1
Payroll Deductions
1
Time Cards Time Sheets Regular and Overtime
1 1
56 P P5 P P5 7 P P 10 P P 10
PAYROLL Garnishments Accounting Garnishments Orders Payroll Checks Payroll History Payroll Records
' Payroll Registers ' Payroll Details
CY+1 ACT CY+1 1 CY+1 CY+1 CY+1
6 6 6 P P P P
7 7 7 P 10 P 10 p 10 P 10
PRODUCTION DEVELOPMENT 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 10
P 10 P 10 P 10 P 10 P 10
22
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) 227
2918. 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 32
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 Storacre 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
8. The Standard Record Box ard lid, fully assembled
LTD-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 assanbled 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 BEfiUEST
I
STARTING SENDER'S' NUMBER 769-3105-90-24
DESTRUCTION DATE IF NON PERM. 4 - 2000 2 - 1994
SPECIAL INSTRUCTIONS OR COMMENTS:
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RC2-B
31: