I have always maintained that your question has very little to do with EDI personnel.
This is a question only your
auditors and lawyers can and should answer. There is so much litigation and
government regulation these days that
what is correct in one situation may not be correct in another. What is correct for
the IRS may not be correct for
the FDA or may not be correct for the EPA or may not be correct for the Dept. of Army,
etc. I hear people giving
retention periods of 3 or 7 or whatever and these periods may be correct for them.
However, I was told by the people
responsible for archiving paper and electronic media for one of the largest defense
suppliers that they were required
by contract to maintain all "paperwork" connected with their products for the life of
the product. This meant they
were maintaining records, documentation, and retrieval equipment from the 1950's in
the 1990's. Think how long the
B-52 bomber has been around or the C-130 transport plane. I suspect businesses
involved with medical care or hazardous
materials also may have retention requirements that exceed the IRS'.
It has always been my understanding that all documents or the means to recreate them
must be maintained. Thus, by my
understanding, both the ANSI X12 and applications formats must be maintained or the
hardware and software to re-create
them. Afterall, unintended transformations can occur in the mapping process as well
as in the communication process.
Jim Divoky
EC Solutions, Inc.
PO Box 667
Kent, OH 44240-0012
Providing EDI/EC Consulting and Contracting Services
Mobile 330-606-6826
Pager 877-282-3426 (Toll free)
Email [EMAIL PROTECTED]
To send short message to mobile phone:
email [EMAIL PROTECTED]
----- Original Message -----
From: "Rob Wickham" <[EMAIL PROTECTED]>
To: <[EMAIL PROTECTED]>
Sent: Wednesday, September 05, 2001 4:18 PM
Subject: IRS Revenue procedure 91-59
> I would like some clarification on retaining EDI data for IRS purposes in the
> event of a tax audit. In the event that the 850 is created at a customer site,
> passed through a portal (remote) where data is mapped to an ANSI X12 document
> and forwarded to a supplier, is it necessary to retain both the original 850 and
> ANSI X12 version or is the original sufficient. This would apply to all
> documents (856, 810 etc). Is the ANSI X12 version considered a work in progress
> document and NOT necessary for the IRS or is it specifically required.
> Confirmation of this would be greatly appreciated with any direction on where to
> reference this.
>
> Thanks
> Rob Wickham
> Phone: 651-767-6932
> Fax: 651-767-7932
> e-mail: [EMAIL PROTECTED]
>
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