Record Retention Guidelines

  • Duplicate Deposit Slips
  • Purchase Orders (other than Purchasing Department copy)
  • Receiving Sheets
  • Correspondence with Customers and Vendors
  • Requisitions
  • Stockroom Withdrawal Forms

  • Employment Applications
  • Form I-9 (Employment Eligibility Verification)
  • Time Cards For Hourly Employees
  • Employee Personnel Records (after termination)
  • Petty Cash Vouchers
  • Expired Insurance Policies
  • General Correspondence
  • Internal Audit Reports
  • Internal Reports
  • Physical Inventory Tags
  • Savings Bond Registration Records of Employees

  • Accounts Payable Ledgers and Schedules
  • Vouchers for Payments to Vendors, Employees, etc.
  • Purchasing Department Copies of Purchase Orders
  • Expense Analysis and Expense Distribution Schedules
  • Auto Mileage Logs
  • Travel and Entertainment Records
  • Plant Cost Ledgers
  • Voucher Register, Schedules
  • Charitable contribution acknowledgment of $250 or more
  • Accounts Receivable Ledgers and Schedules
  • Sales Records
  • Invoices to Customers
  • Notes Receivable Ledgers, Schedules
  • Inventories of Products, Materials, Supplies
  • Employment Tax Records
  • Payroll Records and Summaries, including payment to pensioners
  • Time Books
  • Accident Reports, Claims
  • Bank Statements and Reconciliation's
  • Cancelled Checks
  • Cancelled Stock and Bond Certificates
  • Expired Contracts, Leases
  • Expired Option Records
  • Subsidiary Ledgers

  • Annual Financial Statements
  • General and Private Ledgers, Year End Trial Balances
  • Cash Books, Charts of Accounts
  • Depreciation Schedules
  • Documents substantiating fixed asset additions
  • Cancelled Checks for Important Payments (especially tax payments)
  • Audit Reports from CPAs/Accountants
  • IRS Revenue Agents Reports
  • Contracts, Leases Currently in Effect
  • Deeds, Mortgages, Bills of Sale
  • Real Estate and Personal Property Appraisals by Outside Appraisers
  • Property Records
  • Insurance Records, Current Accident Reports, Claims, Policies
  • Corporate Documents (incorporation, charter, by-laws, etc.)
  • Legal Records, Correspondence and Other Important Matters
  • Minutes Books of Directors and Stockholders
  • Retirement and Pension Records
  • Trademark and Patent Registrations
  • Journals
  • Investment Trade Confirmations

  • Medical Bills (in case of insurance disputes)
  • Credit Card Statements
  • Expired Insurance Policies
  • Utility Records

  • All Documents Related to Tax Returns
  • Medical Bills (if tax-related)
  • Accident Reports and Claims
  • Real Estate Records and Receipts for Improvement
  • Sales Receipts (or no less than the life of the warranty)
  • Wage Garnishments
  • Other Tax-Related Bills

  • Pay Stubs (keep until reconciled with your W-2)
  • Credit Card Receipts (keep until verified on your statement)
  • Insurance Policies (keep for the life of the policy)
  • Mortgages / Deeds / Leases (keep 6 years beyond the agreement)
  • Real Estate Records / improvement receipts (keep 6 years beyond sale of property)
  • Stock and Bond Records (keep for 6 years beyond selling)
  • Depreciation Schedules and Other Capital Asset Records (keep for 3 years after the tax life of the asset)

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