HomeMy WebLinkAboutKIN 87 079 Est. Retent Time PUC
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THE CORPORATION OF THE TOWN OF KINCARDINE
BY-LAW NO. 1987-79
BEING A BY-LAW TO AMEND BY-LAW NO. 4464, AS AMENDED, IN
ORDER TO ESTABLISH A RETENTION PERIOD FOR THE RECORDS
OF THE KINCARDINE PUBLIC UTILITIES COMMISSION
WHEREAS The Corporation of the Town of Kincardine
retention periods for its records by By-law No.
the 5th day of August, 1982 and approved by the
on the 22nd of September, 1982;
has established
4464 passed on
Town's auditors
AND WHEREAS the Kincardine F.U.C.
Council to incorporate a schedule
establish retention periods for
other papers;
has requested Kincardine Town
in By-law No. 4464 in order to
their documents, records and
NOW THEREFORE the Council for The Corporation of the Town of
Kincardine ENACTS as follows:
1. Appendix wAw of this by-law be added to Schedule "A" of By-
law 4464.
2.
This by-law shall not take effect until
Corporation have approved this by-law
names at the end thereof.
the auditors of The
by endorsing their
READ a FIRST and SECOND time this 1st day of October, 1987.
Mayor
'~
READ a THIRD time and FINALLY PASSED this 15th day of October,
1987.
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This By-law is hereby approved by the Town's auditors,
Watson & Schmidt, this 6th day of November, 1987.
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APPENDIX "A"
KINCARDINE FUBLIC UTILITIES COMMISSION
RECORD
PERIOD (Years)
1.
A. CASH AND BANK RECORDS
2.
4.
Cash Stubs
Misc. cash documents - Sales
slips, collectors receipt
books, etc.
Cash count sheets
Detail daily cash receipt
listing
3.
Cash register tapes
Bank slips - NSF Cheques,
misc. charges & credits, etc.
5.
Bank deposit slip copies
B. DISBURSEMENT RECORDS
6.
Bank statements and pass books
1.
General account or accounts
payable vouchers & attachments
1 year plus current
1 year plus current
1 year plus current
1 year plus current
1 year plus current
6 years plus current
1 year plus current
6 years plus current
10 years plus current
10 years plus current
6 years plus current
2 years plus current
6 years plus current
6 years plus current
6 years plus current
Successful tenders-
6 years major
2 years minor
Unsuccessful tenders
- 2 years
C. BILLING AND ACCOUNTS RECEIVABLE RECORDS
2.
Fayroll Records
a) Fay roll registers or
journals
b) Earnings records
c) Fayroll deduction
authorization forms re
bonds, union dues, etc.
3.
Customer deposit refund vouchers
4.
Cancelled cheques
5.
Fur chase requisitions and
purchase orders
6.
unsealed quotations
1.
Consumers accounts receivable
cycle balance controls and/or
other A/R controls or listings
2.
Consumers accounts receivable
ledger cards and/or billing
registers
3.
Miscellaneous accounts
receivable ledger cards or
listings
1 year plus current
6 years plus current
6 years plus current
Page 2
Appendix "An
.
RECORD
PERIOD (Years)
4.
Meter reading slips, sheets
or cards
2 years plus current
1 year plus current
1 year after final
bi 11 paid
2 years plus current
1 year plus current
6 years plus current
D. STORES, LABOUR AND EQUIFMENT ACCOUNTING RECORDS
5.
Billing recaps or proof
sheets
6.
Service contracts or records
7.
Installed load check records
8.
Meter change orders, connect,
disconnect and reconnect
service orders, water heater
orders, request for service
forms, and similar records
9.
Miscellaneous accounts
receivable invoice copies
1.
Stores requisitions, issues,
receiving and return forms, and
similar documents
2. Quantity and value stock records
(perpetual inventory or bin
cards, costed inventories, file
maintenance and activity reports,
etc.)
3. Facking slips, way-bills, etc.
4. Inventory count sheets
5. Labour and equipment reports
E. OTHER RECORDS
1.
2.
3.
4.
e 5.
Routine correspondence
Insurance policies
Reconciliations; bank and
accounts payable
Minute books
All books of original entry
including Cash Receipts,
Disbursement, Work Order
Journals, etc.
6.
All books of secondary entry
such as General Ledgers,
Property and Debenture Ledgers,
Meter and Transformer records,
etc.
1 year plus current
1 year plus current
1 year plus current
6 years plus current
10 years plus current
6 years plus current
6 years plus current
6 years plus current
Permanent
Permanent
Permanent
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Page 3
Appendix "A"
RECORD
FERIOD (Years)
7. Auditors annual reports and
audited statements
8. Easements, leases, deeds and
agreements
9. Rate approval data, cost of
power correspondence, budget
and debenture approvals, and
similar data
10. Union agreements, pension and
other employee benefit policies
or agreements
11. Office furniture, vehicle,
equipment and other
miscellaneous asset records
or schedules
12. Sealed tenders from successful
tenderers
Fermanent
Fermanent
Fermanent
Fermanent
Fermanent
Fermanent