|
Accident
reports/claims (settled cases) |
7 years |
|
Accounts payable
ledgers and schedules |
7 years |
|
Accounts receivable
ledgers and schedules |
7 years |
|
Audit reports |
Permanently |
|
Bank reconciliation |
2 years |
|
Bank statements |
3 years |
|
Capital stock and bond
records: ledgers transfer registers, stubs showing issues, record of
interest coupons, options, etc. |
Permanently
|
|
Cash books |
Permanently |
|
Charts of accounts |
Permanently |
|
Checks (cancelled -
see exemption below) |
7 years |
|
Checks (cancelled for
important payments, i.e. taxes, purchases of property, special
contracts, special contracts, etc. Checks should be filed with the
papers pertaining to the underlying transaction.) |
Permanently |
|
Contracts, mortgages,
notes, and leases (expired) |
7 years (still in
effect) Permanently |
|
Correspondence
(general) |
2 years |
|
Correspondence (legal
and important matters only) |
Permanently |
|
Correspondence
(routine) with customers and/or vendors |
2 years |
|
Deeds, mortgages, and
bills of sale |
Permanently |
|
Depreciation schedules
|
Permanently |
|
Duplicate deposit
slips |
2 years |
|
Employment
applications |
3 years |
|
Expense
analyses/expense distribution schedules |
7 years |
|
Financial statements
(year-end, other optional) |
Permanently |
|
Garnishments |
7 years |
|
General/private
ledgers, year-end trial balance |
Permanently |
|
Insurance policies
(expired) |
3 years |
|
Insurance records,
current accident reports, claims, policies, etc. |
Permanently |
|
Internal audit reports
(longer retention periods may be desirable) |
3 years |
|
Internal reports
(miscellaneous) |
3 years |
|
Inventories of
products, materials, and supplies |
7 years |
|
Invoices (to
customers, from vendors) |
7 years |
|
Journals |
Permanently |
|
Magnetic tape and tab
cards |
1 year |
|
Minute books of
directors, stockholders, by-laws and charter |
Permanently |
|
Notes receivable
ledgers and schedules |
7 years |
|
Option records
(expired) |
7 years |
|
Patents and related
papers |
Permanently |
|
Payroll records and
summaries |
7 years |
|
Personnel files
(terminated) |
7 years |
|
Petty cash vouchers |
3 years |
|
Physical inventory
tags |
3 years |
|
Plant cost ledgers |
7 years |
|
Property appraisals by
outside appraisers |
Permanently |
|
Property records,
including costs, depreciation reserves, year-end trial balances,
depreciation schedules, blueprints, and plans |
Permanently |
|
Purchase orders
(except purchasing department copy) |
1 year |
|
Purchase orders
(purchasing department copy) |
7 years |
|
Receiving sheets |
1 year |
|
Retirement and pension
records |
Permanently |
|
Requisitions |
1 year |
|
Sales commission
reports |
3 years |
|
Sales records |
7 years |
|
Scrap and salvage
records (inventories, sales, etc.) |
7 years |
|
Stenographers'
notebooks |
1 year |
|
Stock and bond
certificates (canceled) |
7 years |
|
Stockroom withdrawal
forms |
1 year |
|
Subsidiary ledgers |
7 years |
|
Tax returns and
worksheets, revenue agents' reports, and other documents relating to
determination of income tax liability |
Permanently |
|
Time books/cards |
7 years |
|
Trademark
registrations and copyrights |
Permanently |
|
Training manuals |
Permanently |
|
Union agreements |
Permanently |
|
Voucher register and
schedules |
7 years |
|
Vouchers for payments
to vendors, employees, etc. (includes allowances and reimbursement of
employees, officers, etc., for travel and entertainment expenses) |
7 years |
|
Withholding tax
statements |
7 years |