Record Retention Guide
How long should you keep your financial and tax records? Use this guide to know exactly what to save and for how long.
Storing Tax Records: How Long Is Long Enough?
Keeping a backup set of records is easier than ever now that many financial institutions provide statements and documents electronically. Even if original records are provided only on paper, they can be scanned and converted to a digital format. Once in electronic form, documents can be downloaded to a backup storage device or stored online. Online backup is the only way to ensure data is fully protected if a natural disaster occurs.
Caution: Identity Theft
Identity theft is a serious threat. After it is no longer necessary to retain your tax records, financial statements, or any other documents with your personal information, dispose of these records by shredding them rather than throwing them away.
Business Documents To Keep
Retention periods for business financial and operational records.
- Correspondence with Customers and Vendors
- Duplicate Deposit Slips
- Purchase Orders (other than Purchasing Department copy)
- Receiving Sheets
- Requisitions
- Stenographer's Notebooks
- Stockroom Withdrawal Forms
- Employee Personnel Records (after termination)
- Employment Applications
- Expired Insurance Policies
- General Correspondence
- Internal Audit Reports
- Internal Reports
- Petty Cash Vouchers
- Physical Inventory Tags
- Savings Bond Registration Records of Employees
- Time Cards For Hourly Employees
- Accident Reports, Claims
- Accounts Payable Ledgers and Schedules
- Accounts Receivable Ledgers and Schedules
- Bank Statements and Reconciliations
- Cancelled Checks
- Cancelled Stock and Bond Certificates
- Employment Tax Records
- Expense Analysis and Expense Distribution Schedules
- Expired Contracts, Leases
- Expired Option Records
- Inventories of Products, Materials, Supplies
- Invoices to Customers
- Notes Receivable Ledgers, Schedules
- Payroll Records and Summaries, including payment to pensioners
- Plant Cost Ledgers
- Purchasing Department Copies of Purchase Orders
- Sales Records
- Subsidiary Ledgers
- Time Books
- Travel and Entertainment Records
- Vouchers for Payments to Vendors, Employees, etc.
- Voucher Register, Schedules
- Audit Reports from CPAs/Accountants
- Cancelled Checks for Important Payments (especially tax payments)
- Cash Books, Charts of Accounts
- Contracts, Leases Currently in Effect
- Corporate Documents (incorporation, charter, by-laws, etc.)
- Documents substantiating fixed asset additions
- Deeds
- Depreciation Schedules
- Financial Statements (Year-End)
- General and Private Ledgers, Year-End Trial Balances
- Insurance Records, Current Accident Reports, Claims, Policies
- Investment Trade Confirmations
- IRS Revenue Agents' Reports
- Journals
- Legal Records, Correspondence and Other Important Matters
- Minute Books of Directors and Stockholders
- Mortgages, Bills of Sale
- Property Appraisals by Outside Appraisers
- Property Records
- Retirement and Pension Records
- Tax Returns and Worksheets
- Trademark and Patent Registrations
*Records related to a bad debt deduction or a loss claimed for worthless securities should be kept for 7 years.
Personal Documents To Keep
Retention periods for personal financial and tax records.
- Bank Statements
- Paycheck Stubs (reconcile with W-2)
- Cancelled Checks
- Monthly and quarterly mutual fund and retirement contribution statements (reconcile with year-end statement)
- Credit Card Statements
- Medical Bills (in case of insurance disputes)
- Utility Records
- Expired Insurance Policies
- Supporting Documents For Tax Returns
- Accident Reports and Claims
- Medical Bills (if tax-related)
- Property Records / Improvement Receipts
- Sales Receipts
- Wage Garnishments
- Other Tax-Related Bills
- CPA Audit Reports
- Legal Records
- Important Correspondence
- Income Tax Returns
- Income Tax Payment Checks
- Investment Trade Confirmations
- Retirement and Pension Records
*Records related to a bad debt deduction or a loss claimed for worthless securities should be kept for 7 years.
Special Circumstances
These records have unique retention rules based on events or product lifespans.
Questions About Your Records?
Our team can help you determine exactly what to keep and for how long based on your specific situation.