Document Type |
Retention Period |
Location |
Accounts payable ledgers and schedules |
10 years |
|
Accounts
receivable ledgers and schedules |
10 years |
|
Audit
reports of accountants |
Permanently |
|
Bank
statements |
10 years |
|
Capital
stock and bond records: ledgers, transfer payments, stubs showing
issues, record of interest coupon, options, etc. |
Permanently |
|
Cash
books |
10 years |
|
Checks
(canceled, with exception below) |
10 years |
|
Checks
(canceled, for important payments; i.e., taxes, purchase of property, special
contracts, etc. [checks should be filed with the papers pertaining to the
underlying transaction]) |
Permanently |
|
Contracts
and leases (expired) |
10 years |
|
Contracts
and leases still in effect |
Permanently |
|
Correspondence,
general |
4 years |
|
Correspondence
(legal and important matters) |
Permanently |
|
Depreciation
schedules |
10 years |
|
Donation
records of endowment funds and of significant restricted funds |
Permanently |
|
Donation
records, other |
10 years |
|
Duplicate
deposit slips |
10 years |
|
Employee
personnel records (after termination) |
7 years |
|
Employment
applications |
3 years |
|
Expense
analyses and expense distribution schedules (includes allowance and
reimbursement of employees, officers, etc., for travel and other expenses |
10 years |
|
Financial
statements (end-of-year) |
Permanently |
|
General
ledgers and end-of-year statements |
Permanently |
|
Insurance
policies (expired) |
Permanently |
|
Insurance
records, current accident reports, claims, policies, etc. |
Permanently |
|
Internal
reports, miscellaneous |
3 years |
|
Inventories
of products, materials, supplies |
10 years |
|
Invoices
to customers |
10 years |
|
Invoices
from vendors |
10 years |
|
Journals |
10 years |
|
Minute
books of Board of Directors, including Bylaws and Articles of Incorporation |
Permanently |
|
Payroll
records and summaries, including payments to pensioners |
10 years |
|
Purchase
orders |
3 years |
|
Sales
records |
10 years |
|
Scrap
and salvage records |
10 years |
|
Subsidiary
ledgers |
10 years |
|
Tax
returns and worksheets, revenue agents' reports, and other documents relating
to determination of tax liability |
Permanently |
|
Time
sheets and cards |
10 years |
|
Voucher
register and schedules |
10 years |
|
Volunteer
records |
3 years |
|