Suggested Retention Schedule for Business Records A word of caution: Although much study has gone into the preparation of this schedule, the retention periods shown are not offered as final authority, but as guideposts against which to check your company needs. Statutes of limitations for your state, as well as regulations of government agencies pertaining to your business must be considered. Because state retention statutes vary widely on tax, unemployment, and workers' compensation records, check with your CPA or attorney to approve your records retention timetable in its final form. Also, there may be very good reasons to keep records longer than legally required, for historical reference perhaps. This information is available on our Downloads Page in a pdf format. Use These Links To Find Your Area Of Interest Accounting and Fiscal Administrative Advertising Corporate Executive Insurance Legal Manufacturing Personnel Plant and Property Purchasing Sales and Marketing Taxation Traffic             Schedule Key         "P" means Permanently, otherwise the figures represent the suggested number of years for retaining the records. Accounting and Fiscal Accounts, charged off 7 Cash sales slips 3 Financial statements, certified P Accounts payable ledger P Cash slips 3 Financial statements, periodic P Accounts receivable 10 Charge slips 10 Fixed capital records P Accounts receivable ledger 10 Check records 7 General cash book 25 Balance Sheets 5 Check register 10 General journal 10 Bank deposit record 6 Checks, dividend 10 General journal support papers P Bank reconcilement papers 8 Checks, expense 10 General ledger P Bank statements 8 Checks, paid & canceled 9 Notes, canceled 10 Bills collectible 7 Checks, payroll 7 Note ledger P Bills of sale of registered bonds 3 Checks, voucher 6 Payroll register 7 Bill stubs 7 Checks, warrants P Petty cash records 3 Bonds canceled 3 Correspondence, accounting 5 Plant ledger P Bonds registered P Correspondence, credit & collection 7 Profit and loss statements P Bonds, sales of transfer 15 Cost account records 7 Property asset summary 10 Budget work sheets 3 Customer ledger P Royalty ledger P Building permits 20 Donations 7 Salesman commission reports 3 Capital stock bills of sales P Drafts paid 8 Stock ledger P Capital stock certificates P Earnings register 3 Tabulating cards, magnetic tape 1 Capital stock ledger P Entertainment, gifts & gratuities 3 Traveling auditor reports 15 Capital stock transfer records P Estimates, projections 7 Trial balance, accounts receivable 3 Cash books 25 Expense reports, departmental 5 Trial balance sheets P Cash receipts & disbursement records 10 Expense reports, employees 5 Un-collectible accounts 7         Work papers, rough 2 <> Back to Top <> Administrative Audit reports, internal 10 Correspondence, general 3 Inventory cards 3 Audit reports, public & government P Correspondence, personal 6 Inventory, plan records P Audit work papers, internal 6 Correspondence, production 2 Organized charts P Classified documents control, inventories, reports 5 Correspondence, purchase 5 Requisitions 3 Correspondence, accounting 5 Correspondence, sales & service 3 Research reports 20 Correspondence, advertising 3 Correspondence, tax 20 System & procedure records P Correspondence, credit &collection 7 Correspondence, traffic 6 Telegram & cable copies 3 Correspondence, engineering & Technical 10 Forms control 5 Telephone records P <> Back to Top <> Advertising Activity reports, media schedules 5 Drawings & artwork P Market data & surveys 5 Contracts 10 Estimates 2 Samples, displays, labels, etc. P Contracts, advertising 7 House organs P Tear sheets 3 Correspondence 5         <> Back to Top <> Corporate Annual reports P Contracts, vendor 10 Reports to Securities & Exchange Commission P Authority to issue securities P Dividend checks 10 Securities: documents of issuance, listing & registration P Authorization & appropriations for expenditures 3 Dividend register P Stock applications for issuance P Bonds, surety 10 Easements P Stock certificates, canceled 10 Capital stock certificates P Election ballots 20 Stock, stock transfer & stockholders records P Capital stock ledger P Election records, corporate 10 Stockholders minute books, resolutions P Capital stock transfer records P General cashbooks, treasurers and auditors' 25 Stockholder proxies 10 Charters, constitution, bylaws & amendments P Incorporation records & certificates P Stockholder reports P Contracts, employee P Licenses - federal, state, local P Voter proxies 15 Contracts, government P Permits to do business P     Contracts, labor union P Records of mergers, consolidations, acquisitions, dissolution's, reorganizations P     <> Back to Top <> Executive Correspondence 2 Projects, ideas, notes P Speeches, publications 10 Policy statements, directives P Research reports 20     <> Back to Top <> Insurance Accident reports 11 Expired policy, accident 7 Expired policy, life 7 Appraisals P Expired policy, fidelity 7 Expired policy, marine 7 Claims, automobile 10 Expired policy, fire 6 Expired policy, property 8 Claims, group life & hospital 4 Expired policy, group 7 Expired policy surety 10 Claims, loss or damage in transit 7 Expired policy, hospital 6 Expired policy workmen's compensation 30 Claims, plant P Expired policy, inspection certificates 7     Claims, workmen's compensation 10 Expired policy, liability 7     <> Back to Top <> Legal Affidavits 10 Copyrights P Trademarks P Charters P Mortgages 5     Claims & litigation of torts & breach of contract P Patents & related data P     <> Back to Top <> Manufacturing Authorities for sale of scrap 3 Inspection records 5 Production reports 6 Bills of material 5 Inventory records 16 Quality control reports 5 Blueprints 30 Invoice copies 5 Receipts, delivery 3 Correspondence, technical 10 Invoices, received 7 Reliability records P Correspondence, production 2 Job records 10 Specifications, customer P Credit memoranda 5 Journals 10 Stores' issue records 3 Credit ratings & classifications 2 Ledgers P Time & motion studies P Drafting records 8 Operating reports 10 Tool control 5 Drawings & tracings, original P Order register 6 Work orders 5 <> Back to Top <> Personnel Accident reports, injury claims, settlements 11 Health & safety bulletins 4 Salesmen auto records 2 Applications, changes & termination's 3 Injury frequency charts 10 Salesmen performance records P Attendance records 6 Insurance records: group, employee 6 Salesmen expense accounts 4 Clock records 4 Medical folders, employee 5 Timecards 5 Correspondence 6 Paychecks P Time tickets 5 Daily time reports 5 Payroll records, after termination P Time tickets, receipts 5 Disability & sick benefits records 8 Pension plan P Training manuals P Earnings records P Pension plan, applications P Union (collective bargaining) agreements after termination 6 Employee service records, contracts P Pension plan, claims P Withholding, exemption certificates (after termination) 8 Fidelity bonds 3 Pension plan, correspondence P Workmen's compensation reports 30 File, individual employee, after separation 3 Ratings cards 5     Garnishments 7 Salary and rate changes 10     <> Back to Top <> Plant and Property Appraisals P Leases 6 Purchase, lease records 1 Damage reports 7 Maintenance & repair, buildings 10 Sales 7 Deeds, titles P Maintenance & repair, machinery 5 Space allocation records 2 Depreciation schedules 3 Plans & specifications P Taxes P Inventory records 16 Plant account cards, equipment records, historical folders P Water rights P <> Back to Top <> Purchasing Acknowledgments 3 Exception notices 6 Receiving reports 6 Bids, awards 3 Purchase orders 3 Receiving slips 4 Contracts 5 Purchase requisitions 1 Vendors contracts P Correspondence 5 Quotations 3     <> Back to Top <> Sales and Marketing Claims (loss or damage) 5 Discount rates 5 Market surveys 5 Complaints 5 Guarantees, warrantees 6 Orders acknowledgment 4 Contract progress reports 3 Invoices, copies 6 Orders filled 8 Contracts, customers 6 Invoices received 7 Price lists P Contracts - representatives, agents, distributors, etc. 3 Mailing & prospect lists 2 Shipping notices & reports 4 Correspondence 3 Market research studies & analysis P Tax-exempt sales 5 <> Back to Top <> Taxation Agent's reports P Employee withholding certificates (after termination) 8 Sales & use P Annuity or deferred payment plan P Exemption status P Social security P Correspondence 20 Excise reports 5 Tax bills & statements P Depreciation schedules 3 Inventory reports 16 Tax returns & working papers P Dividend register P Real estate 15     <> Back to Top <> Traffic Aircraft operating & maintenance 10 Freight claims 5 Shipping tickets 6 Bills of lading 3 Leases 6 Title papers P Delivery reports 3 Manifests 1 Tonnage summaries P Employee travel 1 Receiving documents 5 Tracer reports P Export declarations 4 Routing records 1 Vehicle operation & maintenance 4 Freight bills 5 Shipping instructions 6     <> Back to Top <> Contact Us__|__Send e-mail__|__Site Index__|__Home Page