Accident reports and claims
(settled cases) |
7 yrs |
Invoices to customers |
7 yrs |
| Accounts payable ledgers and schedules |
7 yrs |
Invoices from vendors |
7 yrs |
| Accounts receivable ledgers and schedules |
7 yrs |
Journals |
Permanently |
| Audit reports of accountants |
Permanently |
Minute books of directors and stockholders, including by-laws and charter |
Permanently |
| Bank reconciliations |
4 yrs |
Notes receivable ledgers and schedules |
7 yrs |
| Capital stock and bond records; ledgers, transfer registers, stubs showing issues, record of interest coupons, options, etc. |
Permanently |
Option records (expired) |
7 yrs |
| Checks (cancelled but see exception below) |
7 yrs |
Petty cash vouchers |
3 yrs |
| Checks (cancelled for important payments, i.e., taxes, purchases of property, special contracts, etc. (checks should be filed with the papers pertaining to the underlying transactions)) |
Permanently |
Physical inventory tags |
3 yrs |
| Contracts and leases (expired) |
7 yrs |
Plant cost ledgers |
7 yrs |
| Contracts and leases still in effect |
Permanently |
Property appraisals by outside appraisers |
Permanently |
| Correspondence (routine) with customers or vendors |
1 yr |
Property records - including costs, depreciations reserves, end of year trial balances, depreciation schedules, blueprints and plans |
Permanently |
| Correspondence (general) |
3 yrs |
Purchase orders (except purchasing department copy) |
1 yr |
| Correspondence (legal and important matters only) |
Permanently |
Purchase orders (purchasing department copy) |
7 yrs |
| Deeds, mortgages, and bills of sale |
Permanently |
Receiving sheets |
1 yr |
| Depreciation schedules |
Permanently |
Requisitions |
1 yr |
| Duplicate deposit slips |
3 yrs |
Sales records |
7 yrs |
| Employee personnel records (after terminations) |
3 yrs |
Savings bond registrations records of employees |
3 yrs |
| Employment applications |
3 yrs |
Scrap and salvage records (inventories, sales, etc.) |
7 yrs |
| Expense analyses and expense distribution schedules |
7 yrs |
Stenographer's notebooks |
1 yr |
| Financial statements (end of year, other months optional) |
Permanently |
Stock and bond certificates (cancelled) |
7 yrs |
| General and private ledgers (and end of year trial balances) |
Permanently |
Stockroom withdrawal forms |
1 yr |
| Insurance policies (expired) |
3 yrs |
Subsidiary ledgers |
7 yrs |
| Insurance records, current accident reports, claims, policies, etc |
Permanently |
Tax returns and worksheets, revenue agents' reports and other documents relating to determination of income tax liability |
Permanently |
| Internal audit reports (in some situations, longer retention periods may be desirable) |
3 yrs |
Time books |
7 yrs |
| Internal reports (miscellaneous) |
3 yrs |
Trade mark registrations |
Permanently |
| Inventories of products, materials, and supplies |
7 yrs |
Voucher registrer and schedules |
7 yrs |
| |
|
Vouchers for payments to vendors, employees, etc. (includes allowances and reimbursement of employees, officers, etc. for travel and entertainment expenses) |
7 yrs |
