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, |
| 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 |
| 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 |
