Document Retention Checklist

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Records to be kept forever:

• Income tax returns;
• Payroll tax returns;
• Corporate general ledgers (books of account);
• Annual financial statements;
• Legal correspondence and records related to lawsuits and settlements;
• Auditing reports (records and conclusions related to corporate or external audits);
• Journals of the managerial decisions;
• Employment contracts;
• Retirement and pension records for company plans;
• Documents on incorporation, partnership agreements, charter, by-laws, etc.
• Stock ownership (along with transaction records);
• Copyrights, licenses, trademark and patent registrations;
• Checks for important contracts, taxes, and purchase of capital assets;
• Depreciation schedules;
• Deeds and easements; 

Records to be kept for prolonged periods of time (6+ years):

• Bank reconciliation and cancelled checks;
• Bank statements and deposit slips;
• Mortgages, notes and leases (after their expiration);
• Property records, including fixed asset acquisition invoices (after their disposal);
• Documents supporting the tax returns;
• Contracts and other external agreements (after their termination);
• Financial statements (monthly/interim);
• Accident reports and claims (after accident or its settlement);
• Sales and purchase records;
• Staff and payroll records and checks (including personnel files after termination);
• Subsidiary ledgers (including Accounts Payable and Accounts Receivable ledgers);
• Vouchers (for payments to suppliers, partners, employees, etc);
• Cash receipts, cash books and cash register tapes;
• Canceled payroll and dividend checks;
• Sheets on inventory and costing;
• Production records and correspondence;
• Insurance records, fire inspection and safety reports;
• Expense reports;
• Disbursements journals;
• Client invoices;
• Travel records;
• Utility bills; 

Records to be kept for middle-term periods (3-5 years):

• Monthly financial statements;
• Insurance policies (after their expiration);
• Job descriptions;
• Purchase orders;
• Requisitions;
• Sales contracts;
• Sales invoices;
• Equipment records;
• Payroll time cards;
• Employee performance reviews;
• Freight bills and manifests;
• Shipping, receiving reports, waybills, bills of lading;
• Credit card statements;
• Employment applications;
• Salary rates and changes;

Records to be kept for short-term periods (less than 3 years):

• General correspondence;
• Job applications and resumes;
• Business vehicle records...

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