Spring is here and that means it’s time for some spring cleaning. If you’re ready to do some tidying up in your office, you’re probably looking at all the documents and wondering, “How long do I need to keep all of this?”
Proper document retention isn’t just about staying organized—it’s a legal necessity. Federal, state, and local laws require businesses to keep certain records for specific periods. Failing to do so can result in fines, penalties, legal disadvantages, and even obstruction of justice charges. By following proper retention practices, businesses can avoid costly legal pitfalls and maintain compliance with ease.
Record Retention Suggested Guidelines
| RECORD | RETENTION PERIOD |
| Personnel Records | |
| Benefits descriptions per employee | 4 years after employee’s last day |
| Collective bargaining agreements | 3 years after their last effective date |
| Donor records and acknowledgement letters | 7 years |
| EEO-1 Reports (Employer Information Report) | Filed annually with the EEOC and the Department of Labor, Office of Federal Contract Compliance Programs, most recent kept on file |
| Employee applications and resumes | 1 year from the date of the personnel action to which any records relate to the list provided in § 1627.3(b)(1). |
| Employee benefit plans subject to ERISA (includes plans regarding health and dental insurance, 401K, long-term disability, and Form 5500) | 6 years from when the record was required to be disclosed |
| Employee offer letters (and other documentation regarding hiring, promotion, demotion, transfer, lay-off, termination or selection for training) | 1 year from date of making record or action involved, whichever is later, or 1 year from date of involuntary termination |
| Records relating to background checks on employees | 5 years from when the background check is conducted |
| Employment contracts; employment and termination agreements | 3 years from their last effective date |
| Employee records with information on pay rate or weekly compensation | 3 years |
| Hazardous material exposures | At least 30 years |
| I-9 Forms | 3 years after date of hire or 1 year after employment is terminated, whichever is later |
| Injury and Illness Incident Reports (OSHA Form 301) and related Annual Summaries (OSHA Form 300A); Logs of work-related injuries and illnesses (OSHA Form 300) | 5 years following the end of the calendar year that these records cover |
| Supplemental record for each occupational injury or illness (OSHA Form 101); Log and Summary of Occupational Injuries and Illnesses (OSHA Form 200) |
5 years following the year to which they relate |
| Job descriptions, performance goals and reviews; garnishment records | [Termination + 7 years/2 years]* |
| Employee polygraph test records | 3 years after testing |
| Employee tax records | 4 years from the date tax is due or paid |
| Medical exams required by law | Duration of employment + 30 years |
| Personnel or employment records [made or kept by a federal contractor or subcontractor with at least 150 employees or at least $150,000 in federal government contracts] | 2 years from the date the record was made or personnel action was taken, whichever is later |
| Personnel or employment records [made or kept by a federal contractor or subcontractor with less than 150 employees or less than $150,000 in federal government contracts] | 1 year from the date the record was made or personnel action was taken, whichever is later |
| Pension plan and retirement records | Permanent |
| Pre-employment tests and test results | 1 year from date of personnel action to which the records relate |
| Salary schedules; ranges for each job description | 2 years |
| Time reports Termination | + 3 years |
| Workers’ compensation records | Duration of employment + 30 years |
| Written affirmative action program (AAP) and supporting documents | For immediately preceding AAP year, unless it was not then covered by the AAP year |
| Payroll Records | |
| Payroll registers (gross and net) | 4 years from the employee’s last day |
| Federal procurement contract and related weekly payroll documents | 4 years from completion of contract |
| Timecards; piece work tickets; wage rate tables; pay rates; work and time schedules; earnings records; records of additions to or deductions from wages; records on which wage computations are based | 2 years |
| W-2 and W-4 Forms and Statements | As long as the document is in effect + 4 years |
| Corporate Records | |
| Articles of Incorporation, Bylaws, Corporate Seal | Permanent |
| Annual corporate filings and reports to secretary of state and attorney general | Permanent |
| Board policies, resolutions, meeting minutes, and committee meeting minutes | Permanent |
| Contracts | Permanent if current (7 years if expired) |
| Construction documents | Permanent |
| Emails (business related) | 4 years (the first 2 years in an easily accessible place) |
| Fixed Asset Records | Permanent |
| IRS Form 1023 (Application for charitable and/or tax-exempt status) | Permanent |
| IRS Determination Letter | Permanent |
| Sales and purchase records | 4 years |
| State sales tax exemption documents | Permanent |
| Resolutions | Permanent |
| Accounting and Finance | |
| Accounts Payable and Receivables ledgers and schedules | 7 years |
| Annual audit reports and financial statements | Permanent |
| Annual plans and budgets | 2 years |
| Bank statements, cancelled checks, deposit slips | 7 years |
| Cash receipts | 3 years |
| Check registers | Permanent |
| Electronic fund transfer documents | 7 years |
| Employee expense reports | 7 years |
| General ledgers | Permanent |
| Journal entries | 7 years |
| Invoices | 7 years |
| Petty cash vouchers | 3 years |
| Tax Records | |
| Annual tax filing for the organization (IRS Form 990 in the US) | Permanent/7 years |
| Filings of fees paid to professionals (IRS Form 1099 in the US) | 7 years |
| Payroll tax withholdings | 7 years |
| Earnings records | 7 years |
| Payroll tax returns | 7 years |
| State unemployment tax records | Permanent |
| Legal and Insurance Records Appraisals | Permanent |
| Copyright registrations | Permanent |
| Environmental studies | Permanent |
| Insurance claims/applications | Permanent |
| Insurance disbursements and denials | Permanent |
| Insurance contracts and policies (Directors and Officers, General Liability, Property, Workers’ Compensation) | Permanent |
| Leases | 6 years after expiration |
| Patents, patent applications, supporting documents | Permanent |
| Real estate documents (including loan and mortgage contracts, deeds) | Permanent |
| Stock and bond records | Permanent |
| Trademark registrations, evidence of use documents | Permanent |
| Warranties | Duration of warranty + 7 years |
*These Guidelines are intended for U.S. based companies and particular laws on retention may vary by state.
Need a Full Document Retention Policy?
While these guidelines provide a solid foundation, every business has unique needs. If you need a customized document retention policy for your company, contact us at tish@startupgreatergood.org.
P.S. Remember, anything you throw away with sensitive information (credit cards, social security numbers, banking information, etc.) should be shredded, not recycled.
Please share this information with your fellow business owners.
