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Record Retention

 

What and how much of the association's records are to be stored and retained is a constant question. In business, record keeping is essential not only for tax reporting purposes but also for the success of the company. As such, your Association, operating as a corporation, should follow these same records retention practices. The guidelines below give retention periods for the most common business records of a corporation.

 

 

Accounting Records

Retention Period

Accounts payable

7 years

Accounts receivable

7 years

Audit reports

Permanent

Chart of accounts

Permanent

Depreciation schedules

Permanent

Expense records

7 years

Financial statements (annual)

Permanent

Fixed asset purchases

Permanent

General ledger

Permanent

Inventory records

7 years

Loan payment schedules

7 years

Tax returns

Permanent

Bank Records

Retention Period

Bank reconciliations

2 years

Bank statements

7 years

Cancelled checks

7 years

Electronic payment records

7 years

Corporate Records

Retention Period

Board minutes

Permanent

Bylaws, Articles, CC&R's

Permanent

Board Resolutions

Permanent

Business licenses

Permanent

Contracts - major

Permanent

Contracts - minor

Life + 4 years

Insurance policies

Life + 4 years

Leases/mortgages

Permanent

Patents/trademarks

Permanent

Bids, proposals

Permanent

Homeowner records

Permanent

Employee Records

Retention Period

Benefit plans

Permanent

Employee files (ex-employees)

7 years

Employment applications

3 years

Employment taxes

7 years

Payroll records

7 years

Pension/profit sharing plans

Permanent

Real Property Records

Retention Period

Construction records

Permanent

Leasehold improvements

Permanent

Lease payment records

Life + 4 years

Real estate purchases

Permanent

 

Association Times' Staff Writer

 

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