How long must we retain documents before they can be shredded?

Good Question! Documents which have outlived their practical and legal usefulness should be properly destroyed. Adherence to a predetermined retention schedule is a sound business practice which reduces risks of litigation and audit. We have a nice reference on document retention here.


document destruction

Document Retention Schedule

One Year:

  • Correspondence of unimportant nature with customers or vendors
  • Purchase orders (except purchasing department copies)
  • Receiving sheets
  • Requisitions
  • Stenographers' notebooks
  • Stockroom withdrawal forms 

Seven Years:

  • Accident reports
  • Accounts receivable ledgers and related trial balances
  • Bank reconciliations
  • Bank statements
  • Canceled checks (see exception under permanent records)
  • Contracts and leases expired
  • Duplicate deposit slips
  • Expense analyses and expense distribution schedules
  • Garnishments
  • Inventory summaries of product, materials and supplies
  • Invoices to customers and from vendors Journal vouchers
  • Notes receivable ledgers and related trial balances
  • Payroll records and summaries, including payments to pensioners
  • Personnel files (terminated)
  • Purchase orders (purchasing department copies)
  • Sales records Scrap salvage records -
  • Inventories, sales, etc. Subsidiary ledgers to the general ledger and related trial balances
  • Time books
  • Voucher register and related trial balances 



Tags: document retention, how long to keep records, when to shred
2016-06-20 13:01 Shredding_Expert {writeRevision}
Average rating: 0 (0 Votes)

You cannot comment on this entry

Chuck Norris has counted to infinity. Twice.

Most popular FAQs RSS

  1. How Do I Shred My Personal Documents? (84002 views)
  2. How Much is your shredding cost? (61030 views)
  3. Why should I shred My records? (55665 views)
  4. Can You Shred On-Site? (24103 views)
  5. What is the difference between Off-Site Vs On-Site Shredding? ... (22663 views)
  6. How are You Different than Staples, Shredit, Iron Mountain? ... (19370 views)
  7. How Secure is Your Shredding Service? (17540 views)
  8. Where can I Drop off my documents to be ... (16364 views)
  9. Where Can I Shred My Documents on Weekend? (15264 views)
  10. Do you shred Xrays and Medical Records? (14674 views)

Latest FAQs RSS

  1. What Areas Do you serve? (2017-09-11 18:51)
  2. 5 Things To Ask Before Hiring Shredding Company (2017-09-11 17:02)
  3. Where can I Drop off my documents to be ... (2017-03-23 16:52)
  4. What is the difference between Off-Site Vs On-Site Shredding? ... (2016-12-22 23:21)
  5. Do I need an appointment? (2016-12-22 23:13)

Sticky FAQs