Record Retention and Destruction Policy

Record Retention Time Periods


The Record Management, Retention, and Destruction is a detail policy template which can be utilized on day one to create a records management process.  Included with the policy are forms for establishing the record management retention and destruction schedule and a full job description with responsibilities for the Manager Records Administration.

The areas included with this policy template are:

  • Record retention requirements for SOX sections 103a, 302, 404, 409, 801a and 802.
  • Policy
  • Standard
    • Scope
    • Responsibilities
    • Record Management
    • Compliance and Enforcement
    • Email Retention and Compliance
  • Job Description Manager Record Administrator
  • 12 forms for Record Retention and Disposition Schedule






1 2 3 4 5 6 7 8 9 10 PERM

Accounting Records


Bank statements, reconciliations & deposit slips


Dividend checks (canceled)


Expense reports


Monthly/interim financial statements


Inventory count & costing sheets


Fixed asset acquisition invoices (after disposal)


Accounts payable ledgers (computer runs)


Accounts receivable ledgers (computer runs)


Cash books & cash register tapes


Subsidiary ledgers


Monthly trial balances




Payroll (individual time report & earnings records)




Audit reports


General ledgers & journals


Annual financial statements


Income tax returns & work papers


Payroll tax returns & W-2’s


Corporate Records


Mortgages, notes & leases (after expiration)


Bylaws, charter & minute books


Checks (taxes, property & fulfillment contracts)


Contracts & agreements (after termination)


Copyrights, trademark & patent registrations


Deeds & easements


Partnership agreements or corporate documents


Labor contracts


Capital stock & bond records 






Retirement & pension records






License, traffic & purchase








Policies (after expiration)


Accident reports


Fire inspection reports


Group disability records


Safety reports


Claims (after settlement)


Personnel files (after termination)


Employment applications (not hired)


Payroll (time cards)


Discrimination charges (after settlement)


Performance reviews (after termination)


Contracts (after expiration)


Daily time reports


Disability & sick benefits records


Personnel files (after termination)


Withholding tax statements


Employee manuals & polices (after replaced)


Worker’s Compensation documents


Purchasing and Sales


Purchase orders




Sales contracts


Sales invoices


Shipping & receiving 


Export declarations


Freight bills




Shipping & receiving reports


Waybills & bills of lading