Service Calendar

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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