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Records Retention Schedule

The following Retention Schedule was developed by Paxton Records Retention for general reference. This schedule was compiled from information in the Code of Federal Regulation (CFR), records management textbooks, corporate record retention manuals and from several guidelines provided by manufacturing and service companies. This schedule is not intended as a final authority, but as a suggested outline for establishing a record retention program. State statutes often apply to tax, unemployment and workers compensation records. Check with local authorities. You can order the most current schedules from the New York and New Jersey state from our Resources List.

Legend for this Retention Schedule: AC=AFTER COMPLETION OF CONTRACT, AS-AFTER SEPARATION, AT= AFTER TERMINATION, P=PERMANENT, US=UNTIL SUPERSEDED

ACCOUNTING
Accounts Charged off - 7
Accounts Payable Ledger - P
Accounts Receivable - 10
Accounts Receivable Ledger - 7
Balance Sheets - 4
Bank Deposits/Receipts - 5
Bank Statements - 5
Billings - 5
Bonds - 4
Budget Projections - 3
Capital Assets - 3
Cash Receipts - 7
Charge Receipts - 10
Check Register - P
Checks - Cancelled, Payroll - 7
Checks - Cancelled- 5
Correspondence, Accounting - 6
Cost Accounting - 6
Customer Ledger - P
Customer Research - 3
Death & Disability Reports - 6AS
Drafts - 8
Earnings Register - 3
Expense Reports - 5
Financial Statements, Annual - 3
Financial Statements, Certified - P
General Ledger - P
Notes, Cancelled - 10
Payroll Register - 5
Petty Cash Register - 2
Profit & Loss Statement - P
Stock Ledger - P
Stockholders Correspondence - 6
Trial Balance Sheets - P
Un-collectable Accounts - 7

LEGAL
Affidavits - 10
Charters, Bylaws - P
Claims/Litigation - P
Copyrights - P
Law Records - US
Mortgages - P
Patents & Trademarks - P

PERSONNEL
Accident Reports - 11AS
Applications - 3
Attendance - 6
Employee Contracts - 5AT
Daily Time Reports - 5
Disability Records - 8
Earning Records - P
File, Individual Employee - 2AT
Insurance Records - 6
Injury Reports - P
Job Descriptions - US
Medical Folders - 5
Pension Plans - P
Salesman Automobile Records - 2
Salesman Expense Accounts - 4
Time Cards - 4
Workers Compensation Records - 10

TRANSPORTATION & VEHICLES
Aircraft Operating Maintenance - P
Bills of Lading - 5
Employee Travel - 2
Freight Bills - 5
Freight Claims - 5
Household Moves - 6
Leases - 6
Manifests - 2
Receiving Documents - 5
Routing Records - 1
Tonnage Summaries - P
Vehicle Operation and Maintenance - 3

ADMINISTRATIVE
Accident/Injury Reports - 11AS
Advertising - 5
Affirmative Action - 5
Annual Reports to Stockholders - P
Audit Reports - P
Automobile Expense Reports - 3
Correspondence, Accounting - 5
Correspondence, Advertising - 3
Correspondence, General - 3
Correspondence, Service&Sales - 5
Credit Records, Customer - AC
Forms Management - US
Leasing Records - 5
Marketing Plans - 3

PROPERTY/FACILITIES
Appraisals - P
Damage Reports - 7
Deeds, Titles - P
Depreciation Schedules - 3
Maintenance, Building - 10
Plans, Blueprints, Drawings - P
Purchase/Lease Records - 5
Space Allocation Records - 2
Taxes - P

COMMUNICATIONS
Facsimile Reports - 1
Postal Reports, Stamp Requisitions - 1
Registered/Insured Mail Logs - 2
Telephone Records-Installation,Lease,etc. - P
Wiring Schemetics,Drawings - P

CORPORATE
Annual Reports - P
Authority to Issue Securities - P
Bonds, Securities - 7
Capital Stock Certificates - P
Charters,Consitution,Bylaws - P
Contracts, Employees - P
Contracts, Vendors - 10
Dividend Checks - 10
Easements - P
Election Records - 10
Licenses, (Fed, State&Local) - P
Permits, Business & Construction - P
Press Release - 3

SALES & MARKETING
Business Plans - 3
Claims - 5
Contracts, Customer - 5
Credit Ratings - 5AC
Correspondence - 3
Discount Rates - 5
Guarantees, Warranties - 6
Invoices - 6
Mailing & Prospects Lists - 2
Market Studies - P
Market Surveys - 5
Price Lists/Catalogs - US
Sales Brochures - US
Tax Exempt Forms - 3AC

PURCHASING
Bids, Awards - 3
Contracts - 5
Correspondence - 5
Purchase Orders - 3AC
Quotations - 3
Receiving Reports - 6
Service Agreements - 3AC