How long must utility meter records of invoices and rate schedules be retained by the owner?

The requirement to retain utility meter records of invoices and rate schedules for 12 months reflects a balance between ensuring accountability and allowing for the practical management of records. This timeframe is typically established to ensure that any discrepancies in billing can be investigated and resolved within a reasonable period.

The retention period is long enough to allow consumers to review their bills and to ensure that any disputes or verification of rates can be adequately addressed without overwhelming the owner with excessive data management responsibilities. It strikes a proper balance between necessary record-keeping and operational efficiency, allowing for effective audits and reviews while not requiring indefinite storage of records that may no longer be relevant.

Longer retention periods, such as 24 or 36 months, might suggest a lack of confidence in billing systems or a need to address complex issues over a longer duration, which may not always be justified given the nature of utility billing, where monthly invoicing involves real-time usage that is generally clear-cut. Retaining records for only six months, on the other hand, may not provide sufficient time for consumers or regulatory bodies to resolve billing or rate-related issues effectively.

In essence, a 12-month retention policy aligns with industry standards and practical needs related to utility metering and invoicing, ensuring that important records are