CONNECT WITH RKG LAW

Business Record Retention Schedule

September 3, 2009

I have compiled a record retention schedule to help guide my clients in determining when to dispose business records. Please note that this list serves only as a guide and special circumstances could alter any retention period given.

For more information on record retention check out our previous posts on record retention:

Record Retention in an Electronic World: Time to Clean House?

Developing a Record Retention Policy

Employment Record Retention/Destruction Policies: What not to do

 

PERMANENT RECORDS:

  • Benefit, Pension & Profit Sharing Plan Documents
  • Bills of Sale
  • Bookkeeping/Financial Records
    • Audit Reports
    • Canceled Checks (major purchases/payments)
    • Chart of Accounts
    • Financial Statements (year end)
    • Fixed Assets & Depreciation Records
  • Business Licenses & Permits
  • Business Organizational Documents
    • Corporate Articles & Bylaws
    • Corporate Minutes, Resolutions & Consents (Directors & Shareholders)
    • Corporate Stocks & Shareholder Records
    • Corporation Bureau Filings
      • LLP Registration
      • LLC Certificate of Organization
    • Fictitious Name Registration
    • Partnership Agreements
    • Operating Agreements
  • Contracts & Leases (current)
  • Correspondence – Significant (e.g. Legal, Tax)
  • Insurance Records & Policies (current/ in force)
  • Loan Documents (current)
  • Patent & Copyright Filings
  • Personnel Files (active employees)
  • Real Estate & Building Records
    • Appraisals
    • Blueprints Plans
    • Building/Zoning/Occupancy Permits
    • Deeds
    • Mortgages
  • Tax Records & Information
    • EIN/TIN Applications
    • Income Tax Return & Schedules
    • Informational Returns & IRS Filings
    • Subchapter "S" Elections Forms
    • Tax Examination Reports
    • W-2 Forms
  • Trademark & Service Mark Registrations

7 YEAR RECORDS:

  • Accounting Journals
  • Accounts Payable & Receivable Ledgers
  • Bank Statements
  • Canceled Checks (general purchases/payments)
  • Charitable Donation Information
  • Contracts & Leases (canceled/terminated)
  • Customer & Vendor Records
    • Invoices
    • Purchase Orders & Vouchers
  • Detailed General Ledger
  • Electronic Payment Records
  • Employment Tax Returns
  • Employee Records
    • Expense Report
    • Personnel Files (terminated employees)
    • Safety Records
    • Time Records & Payroll Summaries
    • Wage Garnishment Reports
    • Workers’ Compensation Reports
  • Expense Documentation (e.g. Travel/Entertainment)
  • Insurance Records & Policies (expired/settled claims)
  • Inventory Records
  • Loan Documents (canceled/paid off)
  • Sales & Use Tax Returns
  • Sales/Revenue Records

3 YEAR RECORDS:

  • Employment Applications
  • Correspondence – General
  • Internal Audit Reports
  • Petty Cash Records

1-2 YEAR RECORDS:

  • Bank Reconciliations
  • Business Notes & Memoranda
  • Deposit Slips
  • Shipping/Receiving Reports
  • Material Purchase Records

 

Download this Record Retention Schedule in PDF