Records Retention and Destruction
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United Way of Southern Cameron County’s record retention policy is as follows:
Accounts payable ledgers and schedules 7 years
Audit reports Permanent
Bank Reconciliations 3 years
Bank statements 3 years
Contracts, mortgages, notes and leases (expired) 7 years
Board Minutes Permanent
By Laws and Articles of Incorporation Permanent
Contracts (still in effect) Permanent
Correspondence (general) 2 years
Correspondence (legal and important matters) Permanent
Correspondence (with customers and vendors) 2 years
Deeds, mortgages, and bills of sale Permanent
Depreciation Schedules Permanent
Duplicate deposit slips 3 years
Employment applications 3 years
Expense Analyses/expense distribution schedules 7 years
Year End Financial Statements Permanent
Insurance Policies (expired) 3 years
Insurance records, current accident reports, claims, policies, etc. Permanent
Invoices (to customers, from vendors) 7 years
Minute books, bylaws and charter Permanent
Patents and related Papers Permanent
Payroll records and summaries 7 years
Personnel files (terminated employees) 7 years
Pledge Cards 3 years
Tax returns and worksheets Permanent
Timesheets 7 years
Trademark registrations and copyrights Permanent
Withholding tax statements 7 years