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Electric and Gas Utility

Electric and Gas Utility
Title Major Revision Previous Schedules Schedule Item
Operational permit records,

for electric or gas production plant and transmission and distribution system, including application, copy of permit and correspondence:
RETENTION: 6 years after denial of application or expiration, renewal or revocation of permit

 MU1 187; MI1 151 375
Construction, modification, demolition or retirement records

for electric or gas production plant and transmission and distribution system, including but not limited to detailed construction specifications and other supplementary documentation, progress and completion reports, work orders, memoranda, worksheets, records of inspection and work evaluation and correspondence:
RETENTION: 10 years after retirement of plant or system
NOTES: Appraise these records for historical significance prior to disposition. Significant records deriving from the construction, retirement or other major changes in municipal power facilities may have long-term value deriving from and relating to the importance of these facilities in the community and should be retained permanently. Contact State Archives for additional advice.

 MU1 188; MI1 152 377
Gas and electric utility reports


MU1 189; MI1 153 378

a: Station or system power generation report:
RETENTION: 25 years

b: Station or system inspection report, including operating tests:
RETENTION: 6 years

c: Inspection and repair reports on street openings, such as for correcting gas leaks:
RETENTION: 6 years

d: Analysis of gas produced and purchased, including BTU and sulfur content:
RETENTION: 6 years

e: Gas measuring records:
RETENTION: 3 years

f: Gas pressure department reports:
RETENTION: 3 years
Substation, transformer, pole, tower or generator records,

or records of other specific component part of system, including sketches and measurements; and installation, maintenance and discontinuance information:
RETENTION: 6 years after component part replaced or its use discontinued
NOTES: All records relating to any gas pipeline designed to operate at 125 PSIG or more must be retained as long as that pipeline remains in service, per Section 255.17 (b) of 16NYCRR.

 MU1 190; MI1 154 379
Log book of electric or gas plant

or any part of electricity or gas production, transmission and distribution system:
RETENTION: 6 years after last entry

 MU1 191; MI1 155 380
Charts, graphs and related data recording records


MU1 192; MI1 156 381

a: Summary chart, graph or equivalent record compiled from records of original entry showing long term trends and developments:
RETENTION: PERMANENT

b: Recording chart or other record of original entry, including load curve; and temperature, pressure, specific gravity or water level chart:
RETENTION: 3 years

c: Gas measuring records, when information is transferred to summary record:
RETENTION: 6 months

d: Gas measuring records, when information is not transferred to summary record:
RETENTION: 1 year

e: River flow data collected in connection with hydro-electric plant operation:
RETENTION: PERMANENT
Municipal lighting records,

including but not limited to installation, repair, inspection and replacement records for street lights and other lighting devices:
RETENTION: 6 years after device no longer in use

 MU1 193; MI1 157 382
General and subsidiary ledgers

or journals and journal vouchers of electric or gas utility:
RETENTION: 50 years

 MU1 194; MI1 158 383
Service interruption records,

including but not limited to storm damage, downed and severed power lines, circuit overloading or other related power failure or transmission problem, or apparatus failure reports for gas utility:
RETENTION: 6 years

 MU1 195; MI1 159 386
Board of Fire Underwriters' certificate:


RETENTION: 3 years

 MU1 196; MI1 160 387
Records of electric or gas meter tests:


RETENTION: 2 years after subsequent test conducted, but not longer than 6 years

 MU1 197; MI1 161 388
Electric or gas meter history records:


RETENTION: 0 after meter no longer in use

 MU1 198; MI1 162 389
Permits, approvals,

and related records necessary for connection to public electric or gas supply system:
RETENTION: 6 years after connection no longer in use, or after denial of application
NOTES: Records related to public electric and gas system construction or operation are covered by items in this section.

 2020 (♦)
 376
Life or mortality study data

created for depreciation purposes:
RETENTION: PERMANENT

 2020 (♦)
 385
Cash transaction record

showing cash received from collection of various fees and petty cash disbursed:
RETENTION: 10 years after close of fiscal year

 2020 (♦)
 384