| Accident
reports/claims (settled cases) |
7 years |
| Accounts payable
ledgers and schedules |
7 years |
| Accounts receivable
ledgers and schedules |
7 years |
| Audit
reports |
Permanent |
| Bank
reconciliations |
2 years |
| Bank
statements |
3 years |
| Capital stock and
bond records, ledgers, transfer registers, stubs, etc. |
Permanent |
| Cash
books |
Permanent |
| Charts of
accounts |
Permanent |
| Checks, cancelled
(for important payments) taxes, purchases of property, special contracts,
etc. |
Permanent |
| Checks,
cancelled |
7 years |
| Contracts,
mortgages, notes, leases - expired |
7 years |
| Contracts,
mortgages, notes, leases - active |
Permanent |
| Correspondence -
general |
2 years |
| Correspondence -
legal and important |
Permanent |
| Deeds, mortgages,
bills of sale |
Permanent |
| Depreciation
schedules |
Permanent |
| Deposit slips,
duplicates |
2 years |
| Employment
applications |
3 years |
| Expense
analysis/expense distribution schedules |
7 years |
| Financial
statements |
Permanent |
| Garnishments |
7 years |
| General/private
ledgers, year-end trial balance |
Permanent |
| Insurance policies -
expired |
3 years |
| Insurance records -
current, accident reports, claims, policies |
Permanent |
| Internal audit
reports |
3 years |
| Internal reports -
general |
3 years |
| Inventories |
7 years |
| Invoices |
7 years |
| Journals |
Permanent |
| Magnetic tape and
tab cards |
1 year |
| Minute books of
directors, stockholders, bylaws, charter |
Permanent |
| Notes receivable
ledgers and schedules |
7 years |
| Option records -
expired |
7 years |
| Patents and related
papers |
Permanent |
| Payroll records and
summaries |
7 years |
| Personnel files -
terminated |
7 years |
| Petty cash
vouchers |
3 years |
| Physical inventory
tags |
3 years |
| Plant cost
ledgers |
7 years |
| Property appraisals
by outside appraisers |
Permanent |
| Property records
(costs, depreciation reserves, year-end trial balances, blueprints,
etc.) |
Permanent |
| Purchase orders -
except purchasing department copy |
1 year |
| Purchase orders -
purchasing department copy |
7 years |
| Receiving
sheets |
1 year |
| Requisitions |
1 year |
| Retirement and
pension records |
Permanent |
| Sales commision
reports |
3 years |
| Sales
records |
7 years |
| Scrap and salvage
records |
7 years |
| Stenographers'
notebooks |
1 year |
| Stock and bond
certificates - cancelled |
7 years |
| Subsidiary
ledgers |
7 years |
| Tax returns and
worksheets, revenue agents' reports, etc. |
Permanent |
| Time
books/cards |
7 years |
| Trademark
registrations and copyrights |
Permanent |
| Training
manuals |
Permanent |
| Union
agreements |
Permanent |
| Vouchers for
payments |
7 years |
| Withholding tax
statements |
7 years |
