Accounting Records



[ORGANIZATION]SUBJECT: Document Retention/Destruction PolicyEFFECTIVE:[DATE]APPROVED:[DATE]This is the document retention/destruction policy of [ORGANIZATION].[ORGANIZATION] shall retain records for the period of their immediate or current use, unless longer retention is necessary for historical reference or to comply with contractual or legal requirements. Records and documents outlined in this policy include paper, electronic files (including emails) and voice mail records regardless of where the document is stored. This includes items stored on network servers, desktop or laptop computers, handheld devices and/or any other wireless devices with text messaging capabilities. Any employee of [ORGANIZATION], or any other person who is in possession of records belonging to [ORGANIZATION] who is uncertain as to what records to retain or destroy, when to do so, or how to destroy them, may seek assistance from Senior Director of Finance and Administration.In accordance with 18 U.S.C. §1519 and the Sarbanes Oxley Act, [ORGANIZATION] shall not knowingly destroy a document with the intent to obstruct or influence an “investigation or proper administration or any matter within the jurisdiction of any department, agency of the United States…or in relation to or contemplation of such matter or case”. If an official investigation is under way or even suspected, document purging must stop in order to avoid criminal obstruction. In order to eliminate accidental or innocent destruction, [ORGANIZATION] has the following document retention policy:Accounting RecordsAnnual financial statementsPermanent Subsidiary ledgers10 yearsGeneral ledgerPermanentAnnual audit recordsPermanentJournal entries10 yearsInternal reports3 yearsCanceled checks (see exception below)10 yearsCanceled checks for important payments (e.g. property purchase, taxes, etc.)PermanentA/P invoices10 yearsA/R invoices10 yearsCash books10 yearsDepreciation schedules10 yearsAccounts payable10 yearsAccounts receivable10 yearsAudit reportsPermanentChart of accountsPermanentExpense records10 yearsAccounting Records (continued)Inventory records10 yearsPurchase orders3 yearsSales records10 yearsDuplicate deposit slips10 yearsBank statements10 yearsScrap and salvage records10 yearsTax RecordsFederal tax returns (excluding payroll)PermanentState & local tax returnsPermanentForm 990 & supporting documentationPermanent1099 formsPermanentMagnetic tape & similar recordsPermanentPayroll taxes (W2, W3)PermanentPayroll taxes (Form 941, state withholding, unemployment)PermanentCapital stock and bond recordsPermanentPayroll RecordsPayroll deductions10 yearsTime cards10 yearsW-4 forms10 yearsPayroll records10 yearsState unemployment tax recordsPermanentCancelled payroll checks10 yearsDeductions register10 yearsEarnings records10 yearsInsurance RecordsPolicies (including expired)PermanentClaims for loss/damagesPermanentAccident reportsPermanentAppraisalsPermanentWorkplace RecordsIncorporation recordsPermanentBylawsPermanentPoliciesPermanentMeeting minutesPermanentLegal RecordsCurrent contracts and leasesPermanentExpired contracts and leases10 yearsGeneral correspondence4 yearsLegal correspondencePermanentPersonnel RecordsEmployment applications (persons not hired)3 yearsEmployment applications (persons hired)7 years after separationPerformance evaluations7 years after separationPromotions, raises, reclassifications7 years after separationJob descriptions & performance goals7 years after separationDisciplinary warnings, demotions, lay-off & discharges7 years after separationRetirement or pension plan records10 yearsIncentive plans7 years after expirationI-9 forms3 years after separationThe retention periods described above are guidelines. There are circumstances under which a record or document may have to be maintained longer than the guidelines.Document ProtectionDocuments (hardcopy, online or other media) will be stored in a protected environment for the duration of the schedule above.Document DestructionHardcopy documents will be destroyed by [insert method of destruction, e.g. shredding, etc.] after they have been retained until the end of the schedule above. Electronic copies will be destroyed by [insert method of destruction, e.g. deletion software, etc.]. ................
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