At Storage Valet, we offer an affordable alternative to traditional, full-service document storage. If you’re in need of a place to store your documents safely and securely, Storage Valet offers an alternative solution. We provide:
- Monthly, quarterly, semi-annual or annual scheduled delivery of your containers to your location, giving you as many days as necessary for you to load/unload the documents you need
- Access to your containers on an as-needed bases at our facility with two hours notice
- All-inclusive rates that are per container, not box or document
Keeping up with laws on record-keeping.
To give you an idea about what records need to be kept, the following is a standard
records retention list. It should in no way constitute final judgment for your own accounting
and record-keeping, but merely serve as a guideline.
Type of Record |
Retention Period (years) |
|---|---|
Accounting & Tax Records |
|
| Accounts payable ledgers and schedulesGeneral correspondence | 7 |
| Accounts receivable ledgers and schedules | 7 |
| Audit reports (external) | Permanent |
| Audit reports (internal) | 3 |
| Bank reconciliation | 3 |
| Bank statements | 7 |
| Cash receipts & Disbursement Journals | Permanent |
| Chart of Accounts | Permanent |
| Checks (cancelled) [there are exceptions] | 7 |
| Checks (cancelled) [important payments] | |
| Taxes, purchases of property, special contracts, etc. | Permanent |
| Depreciation schedule | Permanent |
| Expense analyses and expense distribution schedules | 7 |
| Expense reports | 7 |
| Financial statements (year end) | Permanent |
| General and private ledgers (and end of yr. trial balances) | Permanent |
| Internal audit reports | 3 |
| Inventories of products, materials, and supplies | 7 |
| Invoices (to customers & from vendors) | 7 |
| Notes receivable ledgers and schedules | 7 |
| Payroll records and summaries, | 7 |
| Petty cash vouchers | 3 |
| Purchase orders (except purchasing dept copy) | 1 |
| Purchasing orders (purchasing dept copy) | 7 |
| Receiving sheets | 1 |
| Retirement & Pension records | Permanent |
| Sales commission reports | 3 |
| Sales invoices & other sales records | 7 |
| Stenographer’s notebooks | 1 |
| Subsidiary ledgers | 7 |
| Tax returns & worksheets Revenue agents’ reports and other documents relating to determination of income tax liability |
Permanent |
| Time books/cards | 7 |
| Training manuals | Permanent |
| Trial balances | 7 |
| Union agreements | Permanent |
| Vouchers for payments to vendors, employees, etc. | 7 |
| Withholding tax statements | 7 |
| Correspondence Records | |
| General correspondence | 2 |
| Legal, tax & other important matters | Permanent |
| Corporate Records | |
| Articles of incorporation, stockholders bylaws | Permanent |
| Charter, minutes book, etc. | |
| Capital stock & bond records Ledgers, transfer registers, stubs showing issues, record of interest coupons, options, etc. |
Permanent |
| Contracts, mortgages, notes, and leases | |
| Expired | 7 |
| Still in effect | Permanent |
| Copyrights, patents & trademark registrations | Permanent |
| Deeds, mortgages, and bills of sale | Permanent |
| Option records (expired) | 7 |
| Property records Including costs, appraisals, depreciation schedules, blueprints & plans, deeds & easements |
Permanent |
| Stock & bond certificates (cancelled) | 7 |
| Insurance Records | |
| Accident reports (settled) | 6 |
| Claims (settled) | 10 |
| Fire inspection reports (settled) | 6 |
| Group disability records | 8 |
| Insurance records, current accident reports, claims, policies, etc. | Permanent |
| Insurance policies (expired) | 3 |
| Safety reports | 8 |
| Personnel Records | |
| Contracts (expired) | 7 |
| Disability & sick benefits | 7 |
| Employment applications | 3 |
| Garnishments | 7 |
| Personnel files (terminated) | 7 |
CLICK HERE to download a Record-Keeping Guidelines .pdf file
CLICK HERE for a printable version of this page
CLICK HERE for current storage and moving specials
CLICK HERE to request a quote
or contact us by phone at (877) 79VALET (798-2538);
or email at contactus@storagevalet.com
