Record Retention Guide for Businesses |
In business,
good recordkeeping is essential not only for tax
reporting purposes but also for the success of the
company. The guidelines below give retention periods for
the most common business records. Call us if you'd like
more information or assistance with your record retention
program. |
Accounting Records |
Retention Period |
Accounts payable |
7 years |
Accounts receivable |
7 years |
Audit reports |
Permanent |
Chart of accounts |
Permanent |
Depreciation schedules |
Permanent |
Expense records |
7 years |
Financial statements (annual) |
Permanent |
Fixed asset purchases |
Permanent |
General ledger |
Permanent |
Inventory records |
7 years |
Loan payment schedules |
7 years |
Purchase orders (1 copy) |
7 years |
Sales records |
7 years |
Tax returns |
Permanent |
Bank Records | Retention Period |
Bank reconciliations | 2 years |
Bank statements | 7 years |
Cancelled checks | 7
years (Permanent for real estate purchases) |
Electronic payment records | 7 years |
Corporate Records | Retention Period |
Board minutes | Permanent |
Bylaws | Permanent |
Business licenses | Permanent |
Contracts major | Permanent |
Contracts minor | Life + 4 years |
Insurance policies | Life
+ 3 years (Check with your agent. Liability for prior years can vary.) |
Leases/mortgages | Permanent |
Patents/trademarks | Permanent |
Shareholder records | Permanent |
Stock registers | Permanent |
Stock transactions | Permanent |
Employee Records | Retention Period |
Benefit plans | Permanent |
Employee files (ex-employees) | 7
years (Or statute of limitations for employee lawsuits) |
Employment applications | 3 years |
Employment taxes | 7 years |
Payroll records | 7 years |
Pension/profit sharing plans | Permanent |
Real Property Records | Retention Period |
Construction records | Permanent |
Leasehold improvements | Permanent |
Lease payment records | Life + 4 years |
Real estate purchases | Permanent |
Copyright © 1999-2007 by Paver Accounting ~~ Last revised: August 2, 2007