Record Retention Guide for Businesses In business, good recordkeeping is essential not only for tax reporting purposes but also for the success of the company. The guidelines below give retention periods for the most common, business records. Call us if you’d like more information or assistance with your record retention program. Accounting Records Retention Period Accounts payable 7 years Accounts receivable 7 years Audit reports Permanent Chart of accounts Permanent Depreciation schedules Permanent Expense records 7 years Financial statements (annual) Permanent Fixed asset purchases Permanent General ledger Permanent Inventory records 7 years (Permanent for LIFO system) Loan payment schedules 7 years Purchase orders (1 copy) 7 years Sales records 7 years Tax returns Permanent Bank Records Retention Period Bank reconciliations 2 years Bank statements 7 years Cancelled checks 7 years (Permanent for real estate purchases) Electronic payment records 7 years Corporate Records Retention Period Board minutes Permanent Bylaws Permanent Business licenses Permanent Contracts - major Permanent Contracts - minor Life + 4 years Insurance policies Life + 3 years (check with your agent. Liability for prior years can vary.) Leases/mortgages Permanent Patents/trademarks Permanent Shareholder records Permanent Stock registers Permanent Stock transactions Permanent Employee Records Retention Period Benefit plans Permanent Employee files (ex-employees) 7 years (Or statute of limitations for employee lawsuits) Employment applications 3 years Employment taxes 7 years Payroll records 7 years Pension/profit sharing plans Permanent Real Property Records Retention Period Construction records Permanent Leasehold improvements Permanent Lease payment records Life+ 4 years Real estate purchases Permanent

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