Rule Business Function Retention Rule Title Retention Period Description
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1 Rule Business Function Retention Rule Title Retention Period Description AC10-C Accounting General Accounting Records Keep official records for the current year + 10 years. AC11-C Accounting Accounts Payable and Backup Keep official records for the current year + 10 years. AC12-C Accounting Accounts Receivable Keep official records for the current year + 10 years. AC13-C Accounting Commercial Measurement Records Keep official records for the current year + 10 years. AC15-C Accounting Nominations and Point Allocations Keep official records for current year + 10 years. AC17-C Accounting AC20-C Accounting AC21-C Accounting AC31-C Accounting AC32-C Accounting AC33-C Accounting AC50-C Accounting AD10-C Administration AD11-C Administration AD12-C Administration Unclaimed Property / Escheat NEB - Capital Property Accounting Capital Property Accounting Internal Reporting - Financial / Operating / Statistical RC Expense Analysis External Financial, Operating or Statistical Reports to Federal or Provincial Agencies / Utility Commissions Accounting Codes and Instructions Office Facilities - Construction & Modifications Equipment Records Vehicle Records item has been escheated to the Province. Keep official records 3 years after the retention asset has been fully depreciated. Keep records for as long as they are referenced or in use. Keep official records for current year + 5 years. use of accounting code and/or instruction is discontinued. facility is sold or disposed of. Keep official records until the equipment is disposed of or sold. vehicle is sold or disposed of. AD13-C Administration Driver Qualification Files Keep official records for current year + 3 years. AD20-C Administration Corporate Policies policy is superseded or cancelled. AD21-C Administration Corporate Policies, Compliance Keep official records for current year + 10 years. AD30-C Administration Security Administration Records Keep official records for current year + 3 years. AD80-C Administration Periodic Replacement Records - Indexes, Directories, Lists Keep records until they are superseded. AD90-C Administration Reference Materials AD91-C Administration Chronological and Reading Files no longer than 1 year. AD92-C Administration Electronic Mail - Routine no longer than 30 days. AD93-C Administration Individual Business Calendars and Schedulers no longer than 1 year. AD99-C Administration Administration - General EG10-C Engineering Research and Development Keep official records indefinitely. EG21-C Engineering Capital Project Documentation - Unsuccessful no longer than 10 years. EG30-C Engineering EV10-C Environmental Engineering Records - Plans, Specifications, Drawings, Codes & Standards Environmental Approvals & Permits
2 EV11-C Environmental Environmental Testing, Monitoring, Inspection and Compliance Keep official records indefinitely. EV20-C Environmental Hazardous Substances - General Keep official records indefinitely. EV22-C Environmental Hazardous Waste & Hazardous Recyclable Materials - Transportation & Disposal Keep official records indefinitely. EV40-C Environmental Environmental Policies, Programs & Procedures Keep official records indefinitely. EV41-C Environmental Notice of Regulatory Non-Compliance regulatory non-compliance is resolved. EV60-C Environmental Site Assessments and Remediation Projects Keep official records indefinitely. FN10-C Finance Banking & Cash Management Keep official records for current year + 10 years. FN20-C Finance Budgets and Financial Forecasts Keep official records 3 years after the retention period covered by the budget or forecast is over or the records are no longer active. FN30-C Finance FN31-C Finance Investments and Treasury Funds Loans and Credits investment is sold, closed or settled. loan is redeemed, closed or cancelled. FN32-C Finance Customer Credit, Collections and Bad Debts period starts. The retention period starts with settlement or write-off of collection or bad debt. FN40-C Finance Financial Statements - Annual / Final Keep official records indefinitely. FN41-C Finance Financial Statements - Monthly / Quarterly Keep official records for current year + 10 years. FN50-C Finance Financial Audits - External Keep official records for current year + 10 years. FN51-C Finance Financial and Other Audits - Internal Keep official records for current year + 6 years. FN52-C Finance Complaints, Accounting and Audit Practices the complaint is resolved. HR10-C Human Resources Benefits - Benefit Plans Keep official records 10 years after retention period starts. The retention period starts when the plan is superseded or cancelled AND when the last beneficiary is paid under the plan. HR11-C Human Resources Benefits Administration - Contributions / Distributions Keep official records for current year + 10 years. HR12-C Human Resources Benefits - Elections period starts. The retention period starts when election is superseded or with employment termination. HR13-C Human Resources Benefits - Retiree Pension / LTD Records savings plan benefit is rolled over or terminated; or the last benefit is paid to the employee or the employee's beneficiary. HR20-C Human Resources Payroll and Payroll Taxes Keep official records for current year + 8 years. HR21-C Human Resources Payroll - Time Sheets Keep official records for current year + 3 years. HR30-C Human Resources Employee Records - Detailed Records employee termination. HR31-C Human Resources Immigration Keep official records until superseded or employee termination. HR40-C Human Resources Employee Selection & Employment Equity Keep official records for current year + 3 years. HR41-C Human Resources Salary Studies and Analysis Keep official records for current year + 3 years. HR42-C Human Resources HR50-C Human Resources Salary Administration - Job Descriptions Labour Union Relations job description is superseded or is no longer in use. labour agreement terminates or expires.
3 IT10-C IT20-C IT30-C IT31-C Keep records until the system is no longer needed to Technology Systems - Documentation, Software and Configuration maintain official data and records in electronic format. Technology Systems - Disaster Recovery Backups Keep records until they are superseded. Technology Operations and Support Services Keep official records for current year + 3 years. Technology Customer Service IT40-C Technology User Profiles IT50-C Technology Systems - System Data The records should be kept according to the subject matter contained in the system data. LG10-C Legal & Regulatory Business Organization - Minutes, Incorporation and Bylaws Keep official records indefinitely. LG11-C Legal & Regulatory Business Organization - Board, Committee Meetings Keep official records indefinitely. LG12-C Legal & Regulatory Business Organization - Board Support Documentation Keep official records for current year + 10 years. LG13-C Legal & Regulatory Business Organization - Investor Relations Keep official records for current year + 10 years. LG14-C Legal & Regulatory Business Organization - Stock Ownership shareholder sells their stock ownership. LG20-C Legal & Regulatory Agreements - Acquisitions and Divestitures Keep official records indefinitely. LG21-C Legal & Regulatory LG23-C Legal & Regulatory NEB Agreements - Plant Construction Agreements - General agreement or lease terminates or expires. LG24-C Legal & Regulatory Agreements - Agreement Performance Keep official records for current year + 10 years. LG30-C Legal & Regulatory Insurance - Policies Keep official records indefinitely. LG31-C Legal & Regulatory Insurance - Certificates of Insurance agreement that the certificate of insurance relates to terminates or expires. LG32-C Legal & Regulatory Insurance - Claims claim has been settled AND the terms of the settlement have been met. LG40-C Legal & Regulatory Litigation / Claims period starts. The retention period starts when case is settled or when all avenues of appeal have been exhausted. LG41-C Legal & Regulatory Agency and Court Orders terms of the order are met. LG42-C Legal & Regulatory LG51-C Legal & Regulatory LG60-C Legal & Regulatory LG70-C Legal & Regulatory NEB and Provincial Filings and Reports Licenses and Permits (Non-EHS) Copyrights, Trademarks, Patents and Domain Names Legal Reviews, Advice, & Opinions license or permit expires. patent, trademark, domain name registration, copy right or intellectual property rights expires, terminates or is otherwise disposed of by the company. Keep official records for 10 years after the retention project is completed. LG80-C Legal & Regulatory Compliance - International Trade Keep official records for current year + 10 years. OP10-C Operations NEB - Operating and Maintenance Procedures
4 OP11-C Operations Operating and Maintenance Procedures procedure is superseded or cancelled. OP20-C Operations Operating Records, Routine Keep official records for current year + 3 years. OP21-C Operations Operating Records, Environmental Permit Compliance Keep official records for current year + 10 years. OP23-C Operations Commercial Measuring Device Calibration Records Keep official records for current year + 10 years. OP30-C Operations Life of Facility Integrity Records OP31-C Operations Pipeline & Environmental Routine Inspection, Testing, & Maintenance Keep official records for current year + 10 years. OP33-C Operations Non-Pipeline Serviceability Inspections, Testing & Maintenance Records Keep records for the appropriate maintenance cycle. See Operating & Maintenance Procedures for appropriate maintenance cycle. OP51-C Operations Operations Laboratory Test Results Keep official records for current year + 10 years. OP60-C Operations Terminals - Transportation - Vessels shipment is completed. OP61-C Operations Terminals - Transportation - Tanks and Containers Keep official records 2 years after the retention shipment is completed. OP70-C Operations Well and Reservoir Files plant, pipeline, or reservoir has been sold or its life has ended. OP72-C Operations Natural Gas & Petroleum Exploration & Production Records Keep official records indefinitely. PA10-C Public Affairs Public & Community Relations Keep official records for current year + 3 years. PA20-C Public Affairs Government Relations Keep official records for current year + 3 years. PA30-C Public Affairs Historical Records Keep official records indefinitely. PA31-C Public Affairs Publicity, Other PA40-C Public Affairs Employee Corporate Communications Keep official records for current year + 3 years. PA50-C Public Affairs Industry Relations PA60-C Public Affairs Publications Keep official records for current year + 5 years. PA70-C Public Affairs Customer Relations Keep official records for current year + 5 years. PU10-C Purchasing PU12-C Purchasing PU20-C Purchasing PU21-C Purchasing NEB Plant Bid Records Bid Records NEB - Plant Purchase Orders Purchase Orders - All Others terms of the bid have been met. terms of the purchase order have been met. PU30-C Purchasing Materials Inventories, Ledgers and Reconciliations Keep official records for current year + 10 years. PU31-C Purchasing NEB Plant Materials Movement PU32-C Purchasing Materials Movement - All Others Keep official records for current year + 10 years.
5 SH10-C Safety & Health Medical Records Keep official records 40 years after the retention employee termination. SH14-C Safety & Health Medical Records - Drug & Alcohol Testing, Positive Keep official records for current year + 10 years. SH15-C Safety & Health Medical Records - Drug & Alcohol Testing, Negative Keep official records for current year + 1 year. SH16-C Safety & Health Employee Complaints, Privacy & Access to resolution of complaint. SH20-C Safety & Health Safety Program Records Keep official records for current year + 3 years. SH21-C Safety & Health Security, Safety & Emergency Plans procedure is superseded or is no longer in use. SH22-C Safety & Health Incidents & Injuries - Reportable & Non-Reportable Keep official records for current year + 10 years. SH23-C Safety & Health Security and Emergency Drills Keep official records for current year + 10 years. SH25-C Safety & Health Canada Hazard Prevention & Assessments Keep official records for the current year + 10 years. SH30-C Safety & Health Workplace Safety Inspection & Testing Keep official records for current year + 3 years. Keep respirator fit tests until they are superseded. SH31-C Safety & Health Workplace Chemical, Biological and Noise Exposure Monitoring Keep official records for current year + 30 years. SH32-C Safety & Health Testing - Fire Equipment next test is performed. SH33-C Safety & Health Work Authorization Permits Keep official records for current year + 2 years. SH34-C Safety & Health Radioactive Sources Records license or permit expires. SH40-C Safety & Health Material Safety Data Sheets Keep official records indefinitely. SH50-C Safety & Health Training and Development Course Materials & Administration course is superseded or abandoned. SH51-C Safety & Health Individual Training & Certification Records employee terminates. SH52-C Safety & Health Contractor Safety & Health Compliance Records Keep official records for current year + 10 years. SL20-C Sales Customers Sales Records SL21-C Sales Customers - Complaints customer relationship terminates. the complaint is resolved. SL35-C Sales Advertising and Pricing, Products & Services Keep official records for current year + 3 years. TX10-C Taxes Federal Income Tax Returns Keep official records indefinitely. TX11-C Taxes Federal Income Tax Workpapers Keep official records for current year + 10 years. TX12-C Taxes Federal Income Tax Audits and Requests Keep official records for current year + 10 years. TX14-C Taxes Provincial Income Tax Returns and Audits Keep official records for current year + 10 years. TX20-C Taxes GST, Provincial, Sales & Property Tax Returns & Workpapers Keep official records for current year + 10 years.
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