Records Retention Guidelines for Businesses, Individuals & Accounting Firms
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1 Records Retention Guidelines for Businesses, Individuals & Accounting Firms Following are charts devised for individuals, businesses, and accounting firms. These charts may be used as a guideline for most record retention ; however, always be sure to check federal, local and state record retention requirements. Detail on many on many aspects of record retention, including tax records, can found in Guide to Record Retention Requirements in the Code of Federal Regulations, a publication available from the Superintendent of Documents or from Commerce Clearing House. Items Rentention Period Accident reports and claims (settled cases) Account s payable ledgers and schedules Audit reports of accountants ly Bank reconciliations 1 yr. Capital stock and bond records ly Cash books ly Chart of accounts 1 / 13
2 ly Checks (cancelled, but see exception below) Checks (cancelled, for important payments, i.e. taxes, purchases of property, special contracts, etc.(checks should be filed with the papers pertaining to the underlying transaction) ly Contracts and leases (expired) Contracts and leases still in effect ly Correspondence general Correspondence (legal and important matters only) ly Deeds, mortgages, and bills of sale ly 2 / 13
3 Duplicate deposit slips 1 yr. Employee personnel records (after termination) Employment applications Expense analyses and Expense distribution schedules Financial statements (end-of-year trial balances) ly General Ledgers (end-of-year trial balances) ly Insurance policies (expired) Insurance records, current accident reports, claims, policies, etc 3 / 13
4 ly Inventories of products, materials, and supplies Invoices to customers Invoices from vendors Journals ly Minute books of directors and stockholders, including bylaws and charter ly Notes receivable ledgers and schedules Payroll records and summaries 4 / 13
5 Petty cash vouchers Physical inventory tags Plant cost ledgers ly Property appraisals by outside appraisers ly Property records-including costs, depreciation reserves, depreciation schedules, blueprints and plans Purchase orders 1 yr. Receiving sheets 1 yr. Requisitions 5 / 13
6 Sales records Savings bond registration records of employees Stock and bond certificate (cancelled) 1 yr Stockroom withdrawal forms Subsidiary ledgers Tax returns and worksheets, revenue agents reports and other documents ly Time books 6 / 13
7 Voucher register and schedules Voucher for payments to vendors, employees, etc. (includes all allowances and reimbursement of employees, officers) IRS Practice and Procedure Sales and receivables Sales journals. Shipping tickets Accounts receivable ledgers and trial balances. Invoices. Uncollectable accounts and write offs. Expired contracts and notes receivable. Purchases and payables Purchase journals. Bills of lading Accounts payable ledgers and trial balances. Purchase orders Paid bills and vouchers. 7 / 13
8 Expired purchase contracts. Payroll Payroll journals. Time cards. Payroll reports (federal & state). Assignments & garnishments Forms W-4. Accounting Firms Tax files In office In Storage Present clients Former clients 3 yrs. Workpaper files In office In Storage Auditor s reports, compiled or reviewed reports Present clients 8 / 13
9 Former clients 3 yrs Correspondence files 3 yrs IRS Practice and Procedure Individual Records Retention Period Tax return copies 6 yrs. after filing Medical bills 6 yrs. after payment Forms 1099 received 6 yrs. after receipt Keogh statements 6 yrs. after Keogh termination IRA records (deductible & nondeductible) 6 yrs. after IRA terminatio Loan records 9 / 13
10 6 yrs. after loan payoff Insurance policies 6 yrs. after expiration Major purchase receipts 6 yrs. after purchase Year-end brokerage statements 6 yrs. after securities deposit Certificates of deposit statements 6 yrs. after maturity Schedule K-1 s from partnerships or S corporations 6 yrs. after disposition of interest House records (cancelled checks for purchase, major improvements and maintenance) Birth and death certificates 10 / 13
11 Medical records Wills Forms W-2 received Trust agreements Detailed list of financial assets held Alimony, custody of Prenuptial agreements Military papers Photos or videotape of valuables 11 / 13
12 Note: Documents establishing basis of trade, business or investment assets, or taxpayer s principal residence should be retained for six years beyond the date of the filing of the tax return for the year in which the asset was disposed. Business Records General and financial Capital stock records Corporate records and minutes Prope rty titles and mortgages Federal, state and local tax returns Fixed asset records and appraisals Accountant s audit reports Interim and year-end financial statements and trial balances Monthly trial balances 12 / 13
13 Cash Cash receipts and disbursements. Bank statements, cancelled checks, and deposit slips. Bank reconciliations 7 yrs. Petty cash vouchers. 13 / 13
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