At first I was skeptical that Business Archives of Orlando could save us money, but when considering the time lost in going to an offsite storage in the sultry Florida climate, the impossibility of storage organization, and the mold and vermin that always go with storage, we are saving in every way.
Bob McMullen
Adventist Care Centers
Use the following guidelines to help develop your retention schedule.
|
Accounting
|
|
| Auditors reports ........................................................................... |
Indefinitely
|
| Bank reconciliation ..................................................................... |
1
year
|
| Bank Statements and Deposit Slips .............................................. |
3
years
|
| Cash Books ................................................................................ |
Indefinitely
|
| Charts of Accounts ...................................................................... |
Indefinitely
|
| Checks- Canceled-Payroll-General ................................................ |
8
years
|
| Depreciation Schedules ................................................................ |
Indefinitely
|
| Dividend Checks- canceled ........................................................... |
6
years
|
| Expense Reports 6 years ............................................................. |
6
years
|
| Financial Statements-End of Year ................................................. |
Indefinitely
|
| Fixed Assets Detail ..................................................................... |
Indefinitely
|
| General Ledgers and Journals ....................................................... |
Indefinitely
|
| Payroll- Time Cards-Individual Time Reports-Earning Records .......... |
3
years
|
| Subsidiary Ledgers (including Receivables and Payables) ................ |
6
years
|
| Trial Balances- Monthly ................................................................ |
6
years
|
| Vouchers- for payment to vendor, employees, etc. .......................... |
8
years
|
|
Corporate
|
|
| Bylaws, Charter, and Minute Books ............................................... |
Indefinitely
|
| Capital- Stock and Bond Records .................................................. |
Indefinitely
|
| Checks- Taxes, Property, Settlement of important contracts ............ |
Indefinitely
|
| Contracts and Agreements still in effect ......................................... |
Indefinitely
|
| Copyrights and Trademark Registrations ........................................ |
Indefinitely
|
| Deeds and Easements ................................................................. |
Indefinitely
|
| Labor Contracts ........................................................................... |
Indefinitely
|
| Mortgages, Notes, and Lease Expired ........................................... |
8
years
|
| Patents ....................................................................................... |
Indefinitely
|
| Proxies ....................................................................................... |
Indefinitely
|
| Retirement and Pension Records .................................................. |
Indefinitely
|
| Tax Returns and Working Papers- Revenue Agents Reports ............ |
Indefinitely
|
|
Correspondence
|
|
| General ....................................................................................... |
2
years
|
| Legal and Tax .............................................................................. |
Indefinitely
|
| License, Traffic, and Purchase ...................................................... |
6
years
|
| Production ................................................................................... |
8
years
|
|
Insurance
|
|
| Accident Reports ......................................................................... |
6
years
|
| Claims-After Settlement ................................................................ |
10
years
|
| Fire Inspection Reports ................................................................. |
6
years
|
| Group Disability Reports ............................................................... |
8
years
|
| Policies- All Types - Expired ......................................................... |
4
years
|
| Safety Reports ............................................................................. |
8
years
|
|
Personnel
|
|
| Contracts - Expired ...................................................................... |
6
years
|
| Daily Time Reports ....................................................................... |
6
years
|
| Disability and Sick Benefit Records ............................................... |
6
years
|
| Employment Applications ............................................................. |
3
years
|
| Personnel Files - Terminated ......................................................... |
6
years
|
| Withholding Tax Statements ......................................................... |
6
years
|
|
Purchasing
and Sales
|
|
| Purchase Orders .......................................................................... |
3
years
|
| Requisitions ................................................................................. |
3
years
|
| Sales Contracts ........................................................................... |
3
years
|
| Sales Invoices .............................................................................. |
3
years
|
|
Traffic
- Shipping and Receiving
|
|
| Export Declarations ...................................................................... |
4
years
|
| Freight Bills ................................................................................. |
4
years
|
| Manifests ..................................................................................... |
4
years
|
| Shipping and Receiving Reports ..................................................... |
4
years
|
| Waybills and Bills of Lading ........................................................... |
4
years
|
Copyright 2010 Business Archives of Orlando. All Rights Reserved.