What Types of Documents Require a Retention Period? And for How Long?

The required retention period for business documents can vary based on factors such as the type of document, industry regulations, and legal requirements. Different documents may have different retention periods, and businesses are generally expected to retain certain records for a specified period to comply with legal and regulatory standards. Here are some common types of business documents and their typical retention periods:

1.     Tax Records:

·       Federal tax returns: 3-7 years, depending on specific circumstances.

·       State tax returns: Varies by state, typically 3-7 years.

·       Payroll tax records: 4 years.

·       W-2 and 1099 forms: 4 years.

2.     Financial Records:

·       Bank statements: 7 years.

·       Invoices and receipts: 7 years.

·       Purchase orders: 7 years.

·       Financial statements: Permanent.

3.     Employment Records:

·       Employee records: 7 years after termination.

·       Job applications: 3 years.

4.     Contracts:

·       Employment contracts: Duration of employment plus 7 years.

·       Business contracts: 7 years after expiration.

5.     Corporate Documents:

·       Articles of incorporation: Permanent.

·       Meeting minutes: Permanent.

·       Bylaws: Permanent.

6.     Insurance Policies:

·       Expired insurance policies: 7 years.

·       Claims records: 7 years after resolution.

7.     Legal Correspondence:

·       Legal correspondence: 7 years.

8.     Real Estate Documents:

·       Property records: Permanent.

·       Leases: 7 years after expiration.

9.     Intellectual Property Documents:

·       Trademark registrations: Renewed as required.

·       Patent records: Permanent.

10. Health and Safety Records:

·       OSHA records: 5 years.

It's essential to note that these retention periods are general guidelines, and specific regulations or legal requirements may influence the retention period for certain documents. Additionally, businesses should consider consulting legal and financial professionals to ensure compliance with applicable laws and regulations. Keep in mind that document retention policies may vary by jurisdiction and industry.