Neiman Marcus 2009 Annual Report Download - page 402

SCHEDULE 4.4(f)
Document Retention Policy
Beginning as of the Effective Date, NMG shall comply with the following document retention policy:
Title Description Retention
Regulatory
Complaints
Complaint resolutions resulting from complaints to any regulatory agency. [***]
Customer
Application &
Agreement Forms
Samples of forms used for customers applying for credit. Forms include
two parts: 1) Application form and 2) cardholder agreement and
disclosures
[***]
General Customer
Correspondence
Retention of customer correspondence that is currently required in writing,
including name changes, FTC dispute letters, bankruptcy filings and
deceased notifications. Other customer correspondence including address
changes, credit limit change requests and financial adjustment requests are
not retained since these requests can be accepted verbally today.
[***]
Sales Slips
(Signature Slips)
Signature slips that show the transaction total, tender information and
customer signature but not the transaction detail.
[***]
GLB Privacy Opt
Outs
Opt-out code will be retained on-line permanently unless cardholder
requests opt-in or opt-out change. Opt-out reply notices will be retained on
paper for 24 months
[***]
Completed
Approved
Applications
All new applications that are signed by the applicant [***]
Customer Inquiry
Decline Reason
Response
After applicant receives initial new account decline letter, decline reason
response generally handled via phone but follow-up letters mailed
explaining specifics are not retained although noted on the application on-
line for 25 months. Existing cardholders inquiry as to a declined
authorization is also handled verbally in most cases with follow-up letters,
if necessary, not retained although noted on the account.
[***]
Adverse Action
Letters
On-line letter code notations on the declined application or existing
account that had a declined sale, declined application or their account
closed, and the template of the adverse action letter.
[***]
Approvals - Credit
Line Increase
Request
The date implemented and the revised credit guideline is retained on-line [***]
Resolved Disputes On-line history of each Adjustment Jacket dispute including resolution
stored in NMG Parley Forms Database
[***]