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Record Retention Guide

Don’t Just File Taxes, Excel Them!

Mastering the Art of Tax Record-Keeping

Proper documentation is the bedrock of a successful and stress-free tax season. And understanding which records to retain is crucial for financial health. Ensure that you have all the necessary documents in order. It helps you avoid complications, audits, and potential financial headaches.

Navigate the complex landscape of financial documentation. In the ever-evolving world of taxation, maintaining accurate and organized records is paramount. In the complex dance of numbers and regulations, the importance of comprehensive record-keeping cannot be overstated. From income statements to deductible expenses, our guide covers every facet of the tax documentation maze.

Unravel the mysteries of financial documentation as we guide you through the network of tax compliance. It’s your passport to a stress-free tax season. Say goodbye to headaches and hello to financial peace of mind as we reveal the secrets of mastering the art of tax record-keeping. Let’s not just file – let’s excel together!

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Business Records To Keep...

1 Year

3 Years

6 Years

Forever

Personal Records To Keep...

1 Year

3 Years

6 Years

Forever

Special Circumstances

Navigating the maze of document retention is like having a secret map for your organizational success. Financial records? Keep them for seven years. Employee files? Stick around for seven years post goodbye hugs. Contracts? Hang on for seven years after the expiration date party. Tax docs? Yep, you guessed it, seven years of stardom.

But wait, there’s more! Some records demand a lifetime VIP pass to your storage. Docs like personnel records, the A-listers of your organizational history. But here’s the plot twist: regular updates and purges are your friends to avoid complex issues. Out with the old, in with the streamlined, efficient new.

A red-alert caution: In a world where identity theft is super common, don’t just toss your old tax records or personal info into the trash. Shred them, obliterate them—keep your secrets safe from identity theft. So, buckle up for this epic journey through record retention. Where compliance meets efficiency, and your organizational ship sails smoothly into success!

Business Documents To Keep For One Year

Correspondence with Customers and Vendors

Duplicate Deposit Slips

Purchase Orders (other than Purchasing Department copy)

Receiving Sheets

Requisitions

Stenographer's Notebooks

Stockroom Withdrawal Forms

Business Documents To Keep For Three Years

Employee Personnel Records (after termination)

Employment Applications

Expired Insurance Policies

General Correspondence

Internal Audit Reports

Internal Reports

Petty Cash Vouchers

Physical Inventory Tags

Savings Bond Registration Records of Employees

Time Cards For Hourly Employees

Business Documents To Keep For Six Years

Accident Reports, Claims

Accounts Payable Ledgers and Schedules

Accounts Receivable Ledgers and Schedules

Bank Statements and Reconciliations

Cancelled Checks

Cancelled Stock and Bond Certificates

Employment Tax Records

Expense Analysis and Expense Distribution Schedules

Expired Contracts, Leases

Expired Option Records

Inventories of Products, Materials, Supplies

Invoices to Customers

Plant Cost Ledgers

Notes Receivable Ledgers, Schedules

Payroll Records and Summaries, including payment to pensioners

Plant Cost Ledgers

Purchasing Department Copies of Purchase Orders

Sales Records

Subsidiary Ledgers

Travel and Entertainment Records

Vouchers for Payments to Vendors, Employees, etc.

Voucher Register, Schedules

Business Records To Keep Forever

While federal guidelines do not require you to keep tax records “forever,” in many cases there will be other reasons you’ll want to retain these documents indefinitely.

Audit Reports from CPAs/Accountants

Cancelled Checks for Important Payments (especially tax payments)

Cash Books, Charts of Accounts

Contracts, Leases Currently in Effect

Corporate Documents (incorporation, charter, by-laws, etc.)

Documents substantiating fixed asset additions

Deeds

Depreciation Schedules

Financial Statements (Year End)

General and Private Ledgers, Year End Trial Balances

Legal Records, Correspondence and Other Important Matters

Insurance Records, Current Accident Reports, Claims, Policies

Investment Trade Confirmations

IRS Revenue Agents' Reports

Minute Books of Directors and Stockholders

Mortgages, Bills of Sale

Property Appraisals by Outside Appraisers

Retirement and Pension Records

Tax Returns and Worksheets

Trademark and Patent Registrations

Personal Documents To Keep For One Year

Bank Statements

Paycheck Stubs (reconcile with W-2)

Canceled checks

Monthly and quarterly mutual fund and retirement contribution statements (reconcile with year end statement)

Personal Documents To Keep For Three Years

Credit Card Statements

Medical Bills (in case of insurance disputes)

Utility Records

Expired Insurance Policies

Personal Documents To Keep For Six Years

Supporting Documents For Tax Returns

Accident Reports and Claims

Medical Bills (if tax-related)

Property Records / Improvement Receipts

Sales Receipts

Wage Garnishments

Other Tax-Related Bills

Special Circumstances

Car Records (keep until the car is sold)

Credit Card Receipts (keep with your credit card statement)

Important Correspondence

Retirement and Pension Records

Income Tax Returns

Income Tax Payment Checks

Investment Trade Confirmations

Personal Records To Keep Forever

CPA Audit Reports

Legal Records

Important Correspondence

Retirement and Pension Records

Income Tax Returns

Income Tax Payment Checks

Investment Trade Confirmations

Special Circumstances

Car Records (keep until the car is sold)

Credit Card Receipts (keep with your credit card statement)

Insurance Policies (keep for the life of the policy)

Mortgages / Deeds / Leases (keep 6 years beyond the agreement)

Pay Stubs (keep until reconciled with your W-2)

Property Records / improvement receipts (keep until property sold)

Sales Receipts (keep for life of the warranty)

Stock and Bond Records (keep for 6 years beyond selling)

Warranties and Instructions (keep for the life of the product)

Other Bills (keep until payment is verified on the next bill)

Depreciation Schedules and Other Capital Asset Records (keep for 3 years after the tax life of the asset)