|
Accident reports/claims (settled cases)
|
|
7 years |
|
Accounts payable ledgers and schedules
|
|
7 years |
|
Accounts receivable ledgers and schedules
|
|
7 years |
|
|
|
|
|
2 years |
|
|
3 years |
|
|
7 years |
| Capital stock and bond records; ledgers, transfer registers stubs
showing issues, record of interest
coupons, options, etc. |
Permanently
|
|
|
Permanently
|
|
|
Permanently
|
|
Checks (canceled - see exception below)
|
|
3 years |
|
Checks (canceled for important payments, i.e. taxes, purchases of property, special contracts, etc. Checks should be
filed with the papers pertaining to the underlying
transaction.)
|
|
Permanently
|
| Contracts, mortgages, notes and leases |
7 years |
| Correspondence (general) |
2 years
|
| Correspondence (legal and important matters only |
Permanently |
| Depreciation schedules |
Permanently |
|
|
2 years |
|
|
3 years |
| Expense analyses/expense distribution schedules |
3 years |
| Financial statements (year-end) |
Permanently |
|
|
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 |
|
|
5 years |
|
|
3 years |
|
|
Permanently |
|
Minute
books of directors, stockholders, bylaws, and
charter |
|
Permanently |
|
Notes
receivable ledgers and schedules
|
|
3 years |
|
Payroll
records and summaries
|
|
7 years |
|
Personnel
files (terminated)
|
|
7 years |
|
|
3 years |
|
|
3 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 |
3 years |
| Retirement and pension records |
Permanently |
| Sales commission reports |
3 years |
| Sales records |
3 years |
| Scrap and salvage records (inventories, sales,
etc.) |
7 years |
| Stock and bond certificates (canceled) |
7 years |
|
|
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 |
|
|
Permanently |
| Voucher register and schedules |
3 years |
|
Vouchers
for payments to vendors, employees, etc.
(includes allowances and reimbursement of employees,
officers, etc. for travel and entertainment expenses) |
|
3 years |
|
Withholding
tax statements
|
|
7 years |
|
|
5 years |
