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Record Retention Schedule
Here’s a guideline for how long you should keep your important, private documents, and when it's time to have them destroyed:
- Correspondence (routine) with customers or vendors
- Duplicate deposit slips
- Receiving sheets
- Bank statements
- Checks (canceled but see exception below)
- Correspondence (general)
- Employee personnel records (after termination)
- Employment applications
- Insurance policies (expired)
- Internal repots (miscellaneous)
- Petty cash vouchers
- Purchase orders (except purchasing departments copy)
- Accident reports claims (settled cases)
- Accounts payable ledgers an schedules
- Accounts receivable ledgers and schedules
- Inventories of products, materials and supplies
- Invoices to customers
- Invoices from vendors
- Payroll records, summaries and tax returns
- Safety records - 6 Years
- Sales records
- Scrap and salvage records (inventories, sales, etc.)
- Stock and bond certificates (canceled)
- Subsidiary ledgers
- Time cards and daily reports
- Voucher register and schedules
- Vouchers for payments to vendors, employees, etc. (includes allowances and reimbursements of employees, officers, etc., for travel and entertainment expenses)
- Audit reports of accountants
- Capitol stock and bond records, ledgers, transfer registers, stubs showing issues, record of interest coupons, options, etc.
- Cash Books
- Charts of accounts
- 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)
- Contracts and leases (expired)
- Contracts and leases still in effect
- Correspondence (legal and important matters only)
- Deeds, mortgage and bills of sale
- Depreciation schedules
- Financial statements (end-of-year, other months optional)
- General and private ledgers (and end-of-year trial balances)
- Insurance records, current accident reports, claims, policies, etc.
- Journals
- Legal correspondence
- Minute books of directors and stockholders, including bylaws and charter
- Property records – including costs, depreciation schedules, blueprints and plans
- Tax returns and worksheets, revenue agents reports and other documents relating to determination of income tax liability
- Trademark registration, patents and copyrights
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All pickup requests will be confirmed within 24 hours. You will receive notification from us if your requested pickup date is possible or if we need to reschedule it to another date or time.
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