| Category of records
| Retention period
|
|---|
| 1. General and subsidiary ledgers or their equivalents:
| |
| (a) General ledgers; subsidiary or auxiliary ledgers | 3 years.
|
| (b) Indexes to general and subsidiary ledgers | Do.
|
| 2. Journals and journal vouchers:
| |
| (a) General and subsidiary journals, and journal vouchers | 3 years.
|
| (b) Papers forming a part of, or necessary to explain, journal entries; entry numbers | Do.
|
| 3. Voucher distribution registers or their equivalent | Do.
|
| 4. Accounts receivables and payables:
| |
| (a) Traffic accounts receivable or payable, detailed journals and ledgers or their equivalents, together with supporting papers | Do.
|
| (b) General accounts receivable or payable, detailed journals and ledgers or their equivalents, together with supporting papers | Do.
|
| (c) Copies of invoices issued by the carrier which have been settled and all supporting papers | 1 year.
|
| (d) Copies of Postal Service Forms: Weekly Summary of Airmail Dispatch (No. 2729) and POD Airmail Exemption Record (No. 2734) supporting mail pay claims which have been settled | 30 days.
|
| 5. Subsidy records:
| |
| (a) For each calendar year, all monthly records of operations, such as tabulations and summaries of miles flown and passenger-miles flown, pertaining to or part of operational records relevant to computation of subsidy mail pay | 3 years.
|
| (b) For each calendar year, all basic original documents, such as pilots' flight logs and passenger lists relevant to a determination of the validity of a carrier's operations described in item (a) above | Do.
|
| 6. The papers, records, or other evidence supporting financial and statistical reports to the BTS. These should include among others the following specific records: Internal administrative or operating reports; system reports of aircraft movements by trip number, showing arrivals, departures, flight delays and related information; bonds and other long-term debt records; stock records; corporate organization records; financial data in support of subsidy claims; minutes of meetings; carrier internal reports on internal controls and other internal audits and procedural studies; operational, management, accounting, financial, and legal service contracts and agreements; records and agreements relating to the lease or purchase and sale of company assets, including title papers, deeds, and similar records; insurance records; property and equipment records; tax records; accountants' and auditors' reports; records of receipts and disbursements including bank statements, check registers and cancelled checks; payroll registers of salaries and wages paid; cost accounting records for work orders; inventories of materials and supplies; and other source documents | Do.
|
| 7. Funds reports and estimates of funds | 1 year.
|
| 8. Consumer complaints:
| |
| (a) Initial correspondence and record of action taken | 3 years.
|
| (b) Initial trip reports:
| |
| (1) Traffic Data: Basic documents showing the number of passengers, and pounds of mail and property carried | (
1).
|
| (c) Reservations reports and records:
| |
| (1) Cards and charts constituting original source of passengers' names, telephone numbers, etc | 2 months.
|
| (2) Telegrams and radio messages relating to the clearance of space, passenger dispatching, etc | 1 month.
|
| (d) System report of airplane movements by trip number showing arrivals, departures, delays and related information | 3 years.
|
| (e) Sales reports:
| |
| (1) Sales ticket or other similar reports from stations, offices and agents | 2 years.
|
| (f) Auditors' coupons | 1 year.
|
| (g) Air waybills | Do.
|
| (h) Flight coupons | Do.
|
| (i) Ticket refund claims records and reports | Do.
|
| (j) Records and reports relating to errors, oversales, irregularities and delays in handling passengers | Do.
|
| 9. All documents which relate to the furnishing of transportation to candidates for political office or persons acting on their behalf which are required to be maintained following § 374a.7 of the subchapter | 2 years.
|
| 10. Correspondence and working papers relating to rate and route proceedings | 3 years.
|