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Records Retention Schedule
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Accounting |
Bank |
Corporate |
Employee |
Real Property
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ACCOUNTING RECORDS |
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RETENTION PERIOD |
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Accounts Payable ledgers and schedules |
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7 Years |
Accounts Receivable ledgers and
schedules |
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7 Years |
Cash Books |
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Permanently |
Charts of accounts |
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Permanently |
Depreciation schedules |
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Permanently |
Expense Analyses/Expense distribution
schedules |
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7 Years |
Financial statements (year-end, other
optional) |
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Permanently |
General/Private ledgers, year-end trial
balance |
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Permanently |
Internal audit reports (longer retention
periods may be desirable) |
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3 Years |
Inventories of products, materials, and
supplies |
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7 Years |
Invoices (to customers, from vendors) |
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7 Years |
Journals |
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Permanently |
Notes receivable ledgers and schedules |
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7 Years |
Payroll records and summaries |
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7 Years |
Petty cash vouchers |
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3 Years |
Physical inventory tags |
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7 Years |
Plant cost ledgers |
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7 Years |
Purchase orders (except purchasing
department copy) |
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1 Year |
Purchase orders (purchasing department
copy) |
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7 Years |
Receiving sheets |
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1 Year |
Retirement and pension records |
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Permanently |
Scrap and salvage records (inventories,
sales, etc.) |
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7 Years |
Stenographers' notebooks |
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1 Year |
Subsidary ledgers |
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7 Years |
Tax returns and worksheets, revenue
agents' reports and other documents
relating to determination of income tax
liability |
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Permanently |
Vouchers for payments to vendors,
employees, etc. (includes allowances and
reimbursement of employees, officers,
etc., for travel and entertainment
expenses) |
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7 Years |
Witholding tax statements |
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7 Years |
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BANK RECORDS |
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RETENTION PERIOD |
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Bank reconciliation |
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2 Years |
Bank statements |
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3 Years |
Checks (canceled--see exception below) |
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7 Years |
Check (canceled for important paments,
i.e. taxes, purchass of property special
contracts, etc. Check should be filed
with the papers pertaining to the
underlying transaction) |
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Permanently |
Duplicate deposit slips |
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2 Years |
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CORPORATE RECORDS |
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RETENTION PERIOD |
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Accident reports/claims (settled cases) |
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7 Years |
Capital stock andbond records: ledgers,
transfer registers, stubs showing
issues, records of interest coupons,
option, etc. |
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Permanently |
Contracts, mortgages, notes, and leases
(expired) |
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7 Years |
Contracts, mortgages, notes, and leases
(still if effect) |
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Permanently |
Correspondence (general) |
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2 Years |
Correspondence (legal and important
matters only) |
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Permanently |
Correspondence (routine) with customers
and/or vendors |
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2 Years |
Insurance policies |
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3 Years |
Insurance records, current accident
reports, claims, policies, etc. |
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Permanently |
Internal reports (miscellaneous) |
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3 Years |
Magnetic tape and tab cards |
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1 Year |
Minute books of directors, stockholders,
bylaws, and charter |
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Permanently |
Patents and related papers |
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Permanently |
Requisitions |
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1 Year |
Sales records |
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7 Years |
Stock and bond certificates (canceled) |
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7 Years |
Stockroom withdrawal forms |
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1 Year |
Trademark registrations and copyrights |
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Permanently |
Training manuals |
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Permanently |
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EMPLOYEE RECORDS |
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RETENTION PERIOD |
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Employment applications |
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3 Years |
Garnishments |
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7 Years |
Option records |
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7 Years |
Personnel files (terminated) |
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7 Years |
Sales commission reports |
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3 Years |
Time books/cards |
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7 Years |
Union agreements |
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Permanently |
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REAL PROPERTY RECORDS |
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RETENTION PERIOD |
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Deeds, mortgages, and bills of sale |
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Permanently |
Property appraisals by outside
appraisers |
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Permanently |
Property records, including costs,
depreciation reserves, year-end trial
balances, depreciation schedules,
blueprints, and plans |
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Permanently |
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Talos Consulting Group, LLC
295 Clayton St. #202
Denver, Colorado 80206
Phone: 303-435-9999
Fax: 303-663-1164
©Copyright Talos
Consulting Group, LLC 2008.
295 Clayton,
Suite 202, Denver, Colorado 80206
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