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Records Retention Schedule for Florida

storage shelving

How Long Should I Keep My Documents before Shredding

Select a category below to see a full list of document types and recommended storage time.

Accounting

Auditors reportsIndefinitely
Bank reconciliation1 Year
Bank Statements and Deposit Slips3 Years
Cash BooksIndefinitely
Charts of AccountsIndefinitely
Checks-Canceled-Payroll-General8 Years
Depreciation SchedulesIndefinitely
Expense Reports 6 years6 Years
Financial Statements-End of YearIndefinitely
Fixed Assets DetailIndefinitely
General Ledgers and JournalsIndefinitely
Payroll-Time Cards-Individual Time Reports-Earning Records3 Years
Subsidiary Ledgers (including Receivables and Payables)6 Years
Trial Balances-Monthly6 Years
Vouchers-for payment to vendor, employees, etc8 Years

Corporate

Bylaws, Charter, and Minute BooksIndefinitely
Capital- Stock and Bond RecordsIndefinitely
Checks-Taxes, Property, Settlement of important contractsIndefinitely
Contracts and Agreements still in effectIndefinitely
Copyrights and Trademark RegistrationsIndefinitely
Deeds and EasementsIndefinitely
Labor ContractsIndefinitely
Mortgages, Notes, and Lease Expired8 Years
PatentsIndefinitely
ProxiesIndefinitely
Retirement and Pension RecordsIndefinitely
Tax Returns and Working Papers-Revenue Agents ReportsIndefinitely

Correspondence

General2 Years
Legal and TaxIndefinitely
License, Traffic, and Purchase6 Years
Production8 Years

Insurance

Accident Reports6 Years
Claims-After Settlement10 Years
Fire Inspection Reports6 Years
Group Disability Reports8 Years
Policies- All Types-Expired4 Years
Safety Reports8 Years

Personnel

Contracts – Expired6 Years
Daily Time Reports6 Years
Disability and Sick Benefit Records6 Years
Employment Applications3 Years
Personnel Files – Terminated6 Years
Withholding Tax Statements6 Years

Purchasing and Sales

Purchase Orders3 Years
Requisitions3 Years
Sales Contracts3 Years
Sales Invoices3 Years

Traffic - Shipping and Receiving

Export Declarations4 Years
Freight Bills4 Years
Manifests4 Years
Shipping and Receiving Reports4 Years
Waybills and Bills of Lading4 Years

 

 

Sources for Retention Schedule Information:
IRS, FDIC, State of Florida

Our Location

Location

U & Me Records Management

2626 Electronics Way West Palm Beach, FL 33407 Phone: (561) 832-6156 (ext.3) Fax: (561) 655-6985 Email: Staff@uandmerecords.com

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