Record Retention Policy

Records Retention and Destruction                   
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United Way of Southern Cameron County’s record retention policy is as follows:

Type of Document    Minimum Requirement
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