[Code of Federal Regulations]

[Title 14, Volume 4]

[Revised as of January 1, 2006]

From the U.S. Government Printing Office via GPO Access

[CITE: 14CFR249.20]



[Page 198-200]

 

                     TITLE 14--AERONAUTICS AND SPACE

 

   CHAPTER II--OFFICE OF THE SECRETARY, DEPARTMENT OF TRANSPORTATION 

                         (AVIATION PROCEEDINGS)

 

PART 249_PRESERVATION OF AIR CARRIER RECORDS--Table of Contents

 

              Subpart B_Preservation of Records by Carrier

 

Sec. 249.20  Preservation of records by certificated air carriers.





    Each certificated air carrier shall retain its records according to 

the provisions of this section. Unless otherwise specified in the 

``Schedule of Rec ords,'' each retention period shall begin on the date 

when the records are created or otherwise come into the possession of 

the carrier.



[[Page 199]]







                           Schedule of Records

                     [See footnote at end of table]

------------------------------------------------------------------------

              Category of records                   Retention period

------------------------------------------------------------------------

1. General and subsidiary ledgers or their

 equivalents:

  (a) General ledgers; subsidiary or auxiliary  3 years.

   ledgers.

  (b) Indexes to general and subsidiary          Do.

   ledgers.

2. Journals and journal vouchers:

  (a) General and subsidiary journals, and      3 years.

   journal vouchers.

  (b) Papers forming a part of, or necessary     Do.

   to explain, journal entries; entry numbers.

3. Voucher distribution registers or their       Do.

 equivalent.

4. Accounts receivables and payables:

  (a) Traffic accounts receivable or payable,    Do.

   detailed journals and ledgers or their

   equivalents, together with supporting

   papers.

  (b) General accounts receivable or payable,    Do.

   detailed journals and ledgers or their

   equivalents, together with supporting

   papers.

  (c) Copies of invoices issued by the carrier  1 year.

   which have been settled and all supporting

   papers.

  (d) Copies of Postal Service Forms: Weekly    30 days.

   Summary of Airmail Dispatch (No. 2729) and

   POD Airmail Exemption Record (No. 2734)

   supporting mail pay claims which have been

   settled.

5. Subsidy records:

  (a) For each calendar year, all monthly       3 years.

   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.

  (b) For each calendar year, all basic          Do.

   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.

6. The papers, records, or other evidence        Do.

 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.

7. Funds reports and estimates of funds.......  1 year.

8. Consumer complaints:

  (a) Initial correspondence and record of      3 years.

   action taken.

  (b) Initial trip reports:

    (1) Traffic Data: Basic documents showing   (\1\).

     the number of passengers, and pounds of

     mail and property carried.

  (c) Reservations reports and records:

    (1) Cards and charts constituting original  2 months.

     source of passengers' names, telephone

     numbers, etc.

    (2) Telegrams and radio messages relating   1 month.

     to the clearance of space, passenger

     dispatching, etc.

  (d) System report of airplane movements by    3 years.

   trip number showing arrivals, departures,

   delays and related information.

  (e) Sales reports:

    (1) Sales ticket or other similar reports   2 years.

     from stations, offices and agents.

  (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,    Do.

   oversales, irregularities and delays in

   handling passengers.

9. All documents which relate to the            2 years.

 furnishing of transportation to candidates

 for political office or persons acting on

 their behalf which are required to be

 maintained following Sec. 374a.7 of the

 subchapter.



[[Page 200]]





10. Correspondence and working papers relating  3 years.

 to rate and route proceedings.

------------------------------------------------------------------------

\1\ One year-mail-property; 2 years-passengers.





[ER-1214, 46 FR 25415, May 6, 1981, as amended at 60 FR 66726, Dec. 26, 

1995]