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Bar News - May 14, 2010

Recommended Records Retention Schedule

Types of Records to Keep for 1 Year
Correspondence with Routine vendors

Types of Records to Keep for 2 Years
Employment applications

Types of Records to keep for 3 Years
Bank statements
Bank reconciliations
Canceled checks
Correspondence on Contributions
General Correspondence
Financial records/schedules used in preparation of tax returns (from date return filed)
General ledgers, end-of-year trial balances
Invoices from vendors
Invoices to customers
Petty cash vouchers
Purchase orders
Receipt records (sales, etc.)
Sales records & journals
Subsidiary ledgers

Types of Records to Keep for 7 Years
Accounts payable ledgers & schedules
Accounts receivable ledgers & schedules
Expired Contracts & leases
Employee personnel records (after termination)
Employee W-2s and payroll tax returns
Minutes of director and committee meetings (including bylaws & charter)
Payroll records & summaries
Time sheets
Vouchers for payment to employees for reimbursement, allowances, etc.

Types of Records to Keep Permanently
Audit reports
Charts of accounts
Company policy & practice manuals
Contracts & leases Still in effect
Correspondence on Legal & important matters only
Depreciation schedules
Election records
Financial statements (year-end:other months optional)
Insurance policies (including expired policies)
Ownership of property, real estate, patents, trademarks, copyrighted documents (from date of ownership)
Pension documents & records
Tax returns

If you are in doubt about the status of any meeting, please call the Bar Center at 603-224-6942 before you head out.

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