Ajax
Chemical Company
Index of Record Series and Descriptions
AUTHORIZATION AND APPROVAL
The head of each division at
Ajax Chemical Company is required to maintain and adhere to revised records management
program procedures hereby established for the company. The recent approval by
Ajax legal counsel provides the authority needed to implement the records retention
schedule. Approved Ajax staff (see revised company organization chart) now have
the legal authority to dispose of records indicated on the retention schedule
when those records fulfill their retention period. Records not identified on the
approved retention schedule may not be destroyed without authorization from the
records manager, legal counsel, and audit control. (Signed)
Company CEO
Records Manager
Legal Counsel
Audit Control
FOREWORD
During
1999, a work group met to review and develop a general retention schedule for
the Ajax Chemical Company. The group identified common record series among departments;
identified the "official" or "record" copies of company documents; researched
the minimum legal retention periods; recommended minimum retention periods for
business use; ensured that audit and fiscal requirements were met; and identified
those records having historical research value to the company for permanent preservation.
Records vital to the organization were also identified. The pages that follow
are the results of these efforts.
Note: Retention of records described as
"Legal Requirement" and "Business Requirement" in the retention
schedule indicate that the company has deemed it appropriate to keep certain
records on hand though there is no federal requirement to do so. This is done
to ensure these documents will be on hand in the event of litigation proceedings
or that the records will be needed to carry out the business operations of the
company.
RECORDS RETENTION SCHEDULE CONTENTS
ACCOUNTING
RECORDS ADMINISTRATION
RECORDS BUSINESS ORGANIZATION RECORDS
FINANCE RECORDS LEGAL RECORDS PERSONNEL RECORDS
PRODUCT
DEVELOPMENT RECORDS PRODUCTION
RECORDS PUBLIC
RELATIONS RECORDS Item
No. 01 ----- Accounts Payable -- Original Document Files These records
are payment documents prepared by various divisions and sent to the Division of
Finance for centralized storage. The records include payments related to accounts
payable, lunch receipts, travel expenses, invoices, petty cash, vendors, etc.
Retention Period
- Originals may be maintained in active files up to
48 months in the Division of Finance before transfer to inactive storage
Remarks
- Record copy is maintained 6 years after the tax return filing date by
the Division of Finance
- Duplicate copies may be destroyed as soon as administrative
need is met.
- Authority cited is US:26 CFR 301.6501 (f)-1
Item
No. 02 ----- Accounts Receivable -- Original Document Files These
records are billing documents prepared by various divisions and sent to the Division
of Finance for centralized storage. The records include billing documentation
related to product sales and sales of services.
Retention Period
- Originals
may be maintained up to 48 months in office of the division before transfer to
inactive storage
Remarks - Record copy is maintained 6 years after
the tax return filing date by the Division of Finance
- Duplicate copies may
be destroyed as soon as administrative need is met.
- Authority cited is US:26
CFR 301.6501 (f)-1
- Older issues may be microfilmed for storage
- Classified
as a Vital Record --Current releases sent electronically to Vital Records Storage
each night
Item No. 03 ----- Equipment Inventory
-- Original Document Files Records prepared by each office annually at
the end of the calendar year and transferred to the Division of Finance for centralized
storage. Documents location, use, transfer of property and includes transfer notices,
disposition notices, and memoranda.
Retention Period
- Original records
are maintained in active storage until superseded and then removed to inactive
storage
Remarks - Record copy is maintained 6 years after being superseded
by the Division of Finance
- Duplicate copies may be destroyed as soon as administrative
need is met.
- Authority cited is US:26 CFR 301.6501 (f)-1
Item
No. 04 ----- Ledgers - General -- Original Document Files Records
detailing he overall business transactions of the company prepared in the Division
of Finance.
Retention Period
- Originals may be maintained up to 48
months in office of the division before transfer to inactive storage
Remarks
- Record copy is maintained 6 years after the tax return filing date by
the Division of Finance
- Duplicate copies may be destroyed as soon as administrative
need is met.
- Authority cited is US:26 CFR 301.6501 (f)-1
- Classified as
a Vital Record -- Current releases sent electronically to Vital Records Storage
each night
- Older issues may be placed on microfilm
Item No. 05 through
19 are left blank Item
No. 20 ---- Company Policy -- Original Document Files Major administrative
policies, procedures, directives, decisions, opinions, or manuals issued by the
company to address critical company functions or issues of public visibility or
concern as well as routine administrative policies, procedures, and standards
governing routine, day-to-day operation of an company or program unit. May include
orders, directives, guidelines, bulletins, manuals, or other instructions explaining
internal operating policies and procedures of the company or unit.
Retention
Period
- Retain 10 years after policy or procedure is no longer in force
and then transfer to Archives for review
Remarks - Retain after policy
or procedure is withdrawn, revised, or superseded for use in development of subsequent
policies and procedures
- Duplicate copies and policies and procedures may be
destroyed when administrative need is met
- Retain 10 years after policy or
procedure is no longer active, then submit to Archives for review prior to disposal.
- Major administrative policies have long-term value for research on corporate
mission, product development, and corporate accomplishments and may be placed
on microfilm for Archival storage
- Classified as a Vital Record -- Current
releases sent electronically to Vital Records Storage each night
Item
No. 21 ----- Correspondence - Administrative Includes original incoming
letters / memoranda and copies of outgoing correspondence relating to the general
administration and operation of the company. Letters include notes, enclosures,
and attachments. May also include activity reports, trip reports, conference or
training notes, inventories, routine management or consultant reports or studies,
ADA coordinator files, etc.
Retention Period
- Retain 3 years after
the current year.
Remarks - Classified as a Vital Record -- Current
releases sent electronically to Vital Records Storage each night
- Older correspondence
is recommended for Vital Records Storage in photocopy form
- Submit to Archives
for review prior to disposal. Some correspondence may have long-term value for
research on corporate mission, product development, and corporate accomplishments
- Authority cited US:5 CFR 1320.6
Item No. 22 -----
Identification Badges - Listing Listing of Badges issues to each employee
at the time of hire and employee orientation.
Retention Period
- Retained
in active files until superseded and then transferred to inactive storage for
a period of 3 years
Remarks - Authority cited US:5 CFR 1320.6
NOTE:
Company should maintain list of all employees who handle hazardous substances.
Item No. 23 ----- Organization Charts
Documentation
of the structure and functions of the company
Retention Period
- Retain
until superseded, then transfer superseded documents to the Archives for permanent
retention
. Remarks - These records possess long-term research value
and document company structures
- Duplicate copies may be destroyed when administrative
need is met.
Item No. 24 through 39 are left blank Item No. 40 ----- Articles Of
Incorporation -- Original Document Files Foundation document that
represents the authenticity of the corporation.
- Retention Period:
- Retain original in Archives
Remarks - Classified as a Vital record:
Photocopy of the original is retained in Vital Records Storage
Item
No. 41 ----- Board Meeting Minutes -- Original Document Files Files
for all Board meetings and all major policy making groups. Includes agenda, information
packets, reports, notes, transcription of minutes. Audio tapes of meetings may
be recycled after transcription.
Retention Period
- Retain in active
files until administrative need is met then transfer to the Archives for permanent
retention
Remarks - Classified as a Vital Record -- Current releases
sent electronically to Vital Records Storage each night
- These records possess
long-term research value and document company activities and accomplishments
- Older
issues may be placed on microfilm for Archival storage
- Duplicate copies may
be destroyed when administrative need is met
Item No.
42 ----- Bylaws And Amendments -- Original Document Files Foundation
documents for the corporation that document its authenticity.
Retention Period
- Retain in active files until administrative need is met then transfer
to the Archives for permanent retention
Remarks - Classified as a
Vital Record -- Current releases sent electronically to Vital Records Storage
each night
- These records possess long-term research value and document company
activities and accomplishments
- Duplicate copies may be destroyed when administrative
need is met
Item No. 43 through 49 are left blank
Item No. 50 ----- Audit Reports
Company copies of audit reports issued by company internal auditors and private
external audit firms that monitor, examine, and verify the accounts, fiscal affairs,
and performance of a company Retention Period
- Retain for current year
in active files and then remove to inactive storage for three years.
Remarks
- Record copy of external audits is maintained by the Division of Finance
- Authority cited US:5 CFR 1320.6
Item No. 51 -----
Banking Records Records of bank transactions for revenue and payments
including bank statements, check registers, checks canceled and paid, noncollectable
checks, bank deposit slips, transmittal of receipts, other records related to
the routine payments, revenue, or collected monies of the company
Retention
Period
- Originals may be maintained in active files up to 48 months in
the Division of Finance before transfer to inactive storage
Remarks
- Record copy is maintained 6 years after the tax return filing date by the
Division of Finance
- Duplicate copies may be destroyed as soon as administrative
need is met.
- Authority cited is US:26 CFR 302.6501 (f)-1
Item
No. 52 ----- Budgets - Annual -- Original Document Files Budgets issued
at any level within the company that describe the planned expenditures for the
year
Retention Period
- Retain for current year plus one year, then
transfer to Archives for review
Remarks - These records possess long-term
research value
- Duplicate copies may be destroyed when administrative need
is met
- Older issues may be placed on microfilm
Item
No. 53 ----- Financial Reports - Annual -- Original Document Files
Corporate level financial report prepared annually to document the company financial
position and report on accomplishments
Retention Period
- Retain for
current year plus one year, then transfer to Archives for review
Remarks
- These records possess long-term research value
- Classified as a Vital
Record -- Current release sent electronically to Vital Records Storage
- Older
issues stored on microfilm
- Duplicate copies may be destroyed when administrative
need is met
Item No. 54 ----- Financial Reports -
Monthly
Financial report prepared monthly to document the company
financial position and report on short term accomplishments
Retention Period
- Retain for current year in active files and then transfer to inactive
storage.
Remarks - Classified as a Vital Record -- Current release
sent electronically to Vital Records Storage monthly
- Authority cited US:5
CFR 1320.6
Item No. 55 through 59 are left blank LEGAL
RECORDS
Item No. 60 ----- Affirmative Action Disputes
Company copy of affirmative action complaints, dispute records, and records
of division and company actions related to those disputes including reports, related
documentation, correspondence, and workplace analyses.
Retention Period
- Retain in active files which in dispute and retain 5 years after dispute or
complaint has been settled
Remarks - Record copy is maintained by
the Legal Division
- Authority Cited US:29 CFR 30.11.
NOTE: These records
should be maintained separately from employee's personnel files
Item
No. 61 ----- Federal Income Tax Returns
Documentation and forms related
to file tax returns
Retention Period
- Originals may be maintained
in active files up to 48 months in the Division of Legal Services before transfer
to inactive storage
Remarks - Record copy is maintained 6 years after
the tax return filing date by the Division of Legal Services
- Classified as
a Vital Record -- Current releases sent electronically to Vital Records Storage
- Older tax returns are stored at Vital Records Storage in photocopy form
- Duplicate
copies may be destroyed as soon as administrative need is met.
- Authority cited
is US:26 CFR 301.6501 (f)-1
Item No. 62 ----- Patents
Correspondence and application forms used in documenting and applying for
patents. Includes application responses.
Retention Period
- Retain
permanently holding current and pending patents in active files
Remarks
- Classified as a Vital Record -- Current release sent electronically to Vital
Records Storage each night
- Older issues may be microfilmed and transferred
to Archives
Item No. 63 through 69 are left blank
Item No. 70 ----- Applications - Hired
Includes applications, transcripts, position vacancy announcements, letters
of introduction, test answer sheets, ratings, and correspondence. Includes certification
lists.
Retention Period
- Period of employment for active records storage
and employee termination + 3 years for total retention
Remarks - Record
copy may be maintained by Division of Personnel
- Authority cited US:29 1627.3
(a)(b)-1
Item No. 71 ----- Applications - Rejected
Letters of inquiry (including internet inquiries), resumes, or applications
from individuals interested in working at Ajax Chemical Company and the responses.
Documents correspondence received for which there is no active application file
or current employee record.
Retention Period
- Retain for calendar
year in active files and then transfer to inactive storage for one year
Remarks
- Authority cited US:29 CFR 1602.14
Item No.
72 ----- Attendance Records Documents include attendance records,
time sheets, and absentee records.
Retention Period
- Retain current
calendar year in active files and then transfer to inactive storage for two years
Remarks - Record copy is maintained by the Division of Personnel
- Authority
cited US:29CFR 516.6.
Item No. 73 ----- Disability Records
Records related to disability claims, applications, and related correspondence.
Retention Period
- Period of employment kept in active files and following
termination moved to inactive storage where it is retained permanently
Remarks
- Authority cited 29 USC 1113
Item No. 74 -----
Employee Evaluations Documents employee performance including test
results, supervisor observation notes, and forms created for the evaluation of
employees' work production rates.
Retention Period
- Retain in active
files for calendar year and then transfer to inactive storage for 4 years
Remarks
- Authority cited US:5 CFR 293.404 (a)(1)(I)
Item
No. 75 ----- Employee Exposure Records Includes documentation related
to employees exposed to hazardous substances such as chemicals, toxic substances,
formaldehyde, or asbestos, radiation, or health hazards such as blood-borne pathogens,
biological agents, bacteria, virus, fungus, noise, dust, heat, cold, vibration,
repetitive motion, or other dangerous work related conditions.
Retention Period
- Period of employment in active files and then transferred to inactive
storage for 30 years
Remarks - Classified as a Vital Record -- Recommend
storage in photocopy form
- Authority cited US:29 CFR 1910.1020 (d) (ii)
NOTE: These records must be maintained separately from an employee's employment
history file
Item No. 76 ----- Employee Suggestions
Records document responses to employee suggestions for improving effectiveness
and efficiency and the company's response.
Retention Period
- Retain
for the current year and then transfer to inactive storage for 1 year
Remarks
Item No. 77 ----- Environmental Monitoring
Controls
Documents measurements and activities of the company to monitor
the internal environment and take action to maintain standards required.
Retention
Period
- Calendar year retained in active files and then transferred to
storage for five years
Remarks - Authority cited US:29 CFR 1904.6
Item No. 78 ----- Medical Reports Company
copy of reports for on-the-job accidents or illnesses. Includes accident reports,
employee accident reports, injury logs, on-the-job, injuries, on-the-job, medical
insurance claims, and employee visits to nurse records.
Retention Period
- Retained in active files for the calendar year and then transferred to inactive
storage for 5 years
Remarks - Authority cited US:29 CFR 1904.6
- Accident
reports are classified as a Vital Record and are recommended for stoage in photocopy
form
NOTE: These copies should Not be interfiled in employee's personnel
file.
Item No. 79 ----- Personnel Files - Active
Company copies of employee employment history records for current employees. Must
include date of hire and rehire documentation and date and cause of termination
or suspension. Retention Period
- Retain in active files for the period
of employment and then 3 years after employee terminates
Remarks - Authority
cited US:29 CFR 1627.3 (a)(b)-1
Item No. 80 ----- Personnel
Files - Terminated Official employment history of employee's service
with the company. Must include date of hire and rehire documentation and date
and cause of termination or suspension.
Retention Period
- Retain current
year in active files and then retain 3 years after employee terminates
Remarks
- Authority cited US:29 CFR 1627.3 (a)(b)-1
Item
No. 81 ----- Retirement Plan Documents both the retirement plan in
place for employees of the Ajax Chemical Company and the pension plan that was
in place in 1980 when the company was purchased.
Retention Period
- Current
plan kept in active files until superseded and then transferred to inactive storage
for 1 year
Remarks - Authority cited US:29 CFR 1627.3 (b)
NOTE:
Documentation related to other types of Pension records are filed with Pension
Records Item No. 82 ----- Safety Training
Includes course material, attendance records, correspondence and documentation
of safety training in proper use and handling of hazardous substances, asbestos,
and blodd-borne pathogens. These records include the individual sign in sheet
filled out and signed by each employee attending safety training.
Retention
Period
- Retain for current calendar year in active files and then transfer
to inactive storage for a period of 30 years.
Remarks - 29 CFR 1910.1001
(asbestos standards).
- 29 CFR 1910.1030 (blood-borne pathogens).
NOTE:
Company should maintain list of all employees who handle hazardous substances.
Item No. 83 ----- Training Records (not safety)
Includes course material, attendance records, correspondence and documentation
of training that is not safety related. These records include the individual sign
in sheet filled out and signed by each employee attending training.
Retention
Period
- Period of employment retained in active files and then transferred
to inactive storage for 1 year upon termination of employment
Remarks
- Authority cited US:29 CFR 1627.3
Item No. 84
----- W-2 Forms Forms completed by the Division of Personnel and sent
to employees and the IRS after completion of the tax year.
Retention Period
- Originals may be maintained in active files up to 48 months in the Division
of Personnel before transfer to inactive storage
Remarks - Record
copy is maintained 6 years after the tax return filing date by the Division of
Personnel
- Duplicate copies may be destroyed as soon as administrative need
is met.
- Authority cited is US:26 CFR 301.6501 (f)-1
Item No. 85 -----
through 89 are left blank Item
No. 90 ----- Product Development Documents include formulae for chemicals,
laboratory notebooks, design specifications for new products, project files (compiled
by teams working on new products, processes, or systems), and research & development
technical reports (formal reports documenting research projects).
Retention
Period
- 3 years in active files and then reviewed for transfer to Archives
permanently
Remarks - These records possess long-term research value
- Classified as a Vital Record -- Current releases sent electronically to Vital
Records Storage each night
- Microfilmed for
storage every three years
after archival review Item No. 91 ----- through 99 are left blank Item No. 100 ----- Quality Control Reports
Records created during the process of performing quality control checks on
product produced.
Retention Period
- 3 years in active files and then
transferred to inactive storage permanently.
Remarks - Business and
legal considerations require permanent storage of this material
- Microfilmed
for storage every three years
Item No. 101 ----- through 109 are left blank
Item
No. 110 ----- Newsletters Documentation of the functions and activities
of the company. May consist of official news and employee prepared newsletters,
flyers, retirement party announcements created for use with the public and for
internal use. May include speeches by company head, written histories, monographs,
and other publications (including brochures and pamphlets) related to the company.
Retention Period
- Retain for current year, then transfer to the Archives.
Remarks - These records possess long-term research value and document
company activities and accomplishments.
- Duplicate copies may be destroyed
when administrative need is met.
Item No. 111 -----
Newspaper Clippings Documentation of the functions and activities of the
company. May consist of official news or press releases issued by company information
officers and program managers for dissemination to the public and clipping files.
Retention Period
- Retain for current year, then transfer to the Archives.
Remarks - These records possess long-term research value and document
company activities and accomplishments.
- News clippings and articles must be
dated and source identified.
- Duplicate copies may be destroyed when administrative
need is met.
Item No. 112 ----- Photographs
Documentation of the functions and activities of the company. May consist
of official news or press releases issued by company information officers for
dissemination to the public, photographs (prints & negatives) of the plant and
employees, and videotapes related to the company.
Retention Period
- Retain
for current year, then transfer to the Archives.
Remarks - These records
possess long-term research value and document company activities and accomplishments.
- Photographs must be identified
- Duplicate copies may be destroyed when
administrative need is met.
Item No. 113 ----- through 119 are left blank
Last Updated on 07/2002
Email: ssoy@ischool.utexas.edu