|
Accounting Records
|
Tax Records
|
|
Auditors' report and
annual financial statements
|
Permanently
|
IRS or FTB
adjustments
|
Permanently
|
|
Bank statements and
deposit slips
|
7 years
|
|
Payroll tax returns
|
Permanently
|
|
Cancelled checks:
|
|
Property basis
records
|
Permanently
|
|
Fixed assets
|
Permanently
|
Sales and use tax
returns
|
Permanently
|
|
General
|
7 years
|
|
Tax returns and
cancelled checks for tax payments
|
Permanently
|
|
Payroll
|
7 years
|
|
|
|
|
Taxes (payroll related)
|
7 years
|
Personnel Records
|
|
Taxes (income)
|
Permanently
|
Child labor
certificates and notices
|
3 years
|
|
Cash disbursements
journal
|
Permanently
|
Employment
application (from date of termination)
|
2 years
|
|
Cash receipts
journal
|
Permanently
|
Employment
eligibility verification (I-9 Form)
|
3 years
|
|
Charts of accounts
|
Permanently
|
Help wanted ads and
job opening notices
|
2 years
|
|
Deeds, mortgages,
bills of sale
|
Permanently
|
Personnel files
(from date of termination)
|
4 years
|
|
Electronic payment
records
|
7 years
|
|
Records of job
injuries causing loss of work
|
5 years
|
|
Employee expense
reports
|
7 years
|
|
Safety: chemical and
toxic exposure records
|
30 years
|
|
Fixed asset records
(invoices, depreciation schedules)
|
Permanently
|
Union agreements and
individual employee contracts (from date of termination)
|
3 years
|
|
Freight bills and
bills of lading
|
7 years
|
|
|
|
|
General journal
|
Permanently
|
Employee Benefit Plan Records
|
|
General ledger
|
Permanently
|
Actuarial reports
|
Permanently
|
|
Inventory listings
and tags
|
7 years
|
|
Allocation and
compliance testing
|
6 years
|
|
Invoices: Sales to
customers/credit memos
|
7 years
|
|
Brokerage/Trustee
statements supporting investments
|
6 years
|
|
Patent/Trademark and
related papers
|
Permanently
|
Financial statements
|
Permanently
|
|
Payroll journal
|
Permanently
|
General ledger and
journals
|
6 years
|
|
Production and sales
reports
|
7 years
|
|
Information returns
(Form 5500)
|
6 years
|
|
Purchases
|
7 years
|
|
IRS/Department of
Labor correspondence
|
Permanently
|
|
Purchase journal
|
Permanently
|
Participant
communications related to distributions, terminations, beneficiaries
|
6 years
|
|
Purchase orders
|
7 years
|
|
Plan and Trust
Agreements
|
|
Sales or work orders
|
7 years
|
|
|
|
|
Subsidiary ledgers
(accounts receivables, accounts payable, equipment)
|
7 years
|
Individual Records
|
|
Time cards and daily
time reports
|
7 years
|
|
Tax Returns (after
filing)
|
6 years
|
|
Training manuals
|
Permanently
|
Medical Bills (after
payment)
|
6 years
|
|
Trial balance - year
end
|
Permanently
|
Forms 1099 received
(after receipt)
|
6 years
|
|
|
|
|
Keogh statements
(after plan termination)
|
6 years
|
|
Insurance Records
|
|
IRA records (after
account termination)
|
6 years
|
|
Accident reports and
claims (after settlement)
|
6 years
|
|
Loan records (after
payoff)
|
6 years
|
|
Fire inspection and
safety reports
|
7 years
|
|
Insurance policies
(after expiration)
|
6 years
|
|
Insurance policies
(after expiration)
|
7 years
|
|
Major purchase
receipts (after purchase)
|
6 years
|
|
|
|
|
Year-end brokerage
statements (after securities deposit)
|
6 years
|
|
Legal Documents
|
|
Certificate of
deposit statements (after maturity)
|
6 years
|
|
Articles of
incorporation and bylaws
|
Permanently
|
Schedule K-1s (after
disposition of interest)
|
6 years
|
|
Amendments to above
|
Permanently
|
|
|
|
Buy-sell agreements
|
Permanently
|
Individual Permanent Records
|
|
Contracts and leases
(after expiration)
|
7 years
|
|
House records
(cancelled checks for major improvements and maintenance)
|
|
Employment
agreements
|
7 years
|
|
Birth and death
certificates
|
|
Legal correspondence
|
Permanently
|
Medical records
|
|
Minutes
|
Permanently
|
Wills/Trust
Agreements
|
|
Partnership
agreements
|
Permanently
|
W-2 Forms received
|
|
Stock Certificates
|
Permanently
|
List of Financial
assets held
|
|
|
|
|
Alimony, custody,
& prenuptial agreements
|
|
|
|
|
Military papers
|
|
|
|
|
Photos or videotape
of valuables
|
|
|
|
|
|
|
|
