Corporate Records
How Long Should I Keep Corporate Records?
Corporate records includes general information related to the formation, administration and overarching strategy of the company. Some of these documents may overlap with categories found in the other sections within this guide.
Suggested Retention Duration for Select Corporate Records
Document Type | Suggested Minimum Retention |
Accident reports and claims | 7 years after settlement or resolution |
Affirmative Action Plan | 1 year after plan expiration |
Bylaws and Corporate Charter | Permanently |
Organizational/administrative charts | Permanently |
Contracts | 7 years after expiration |
Copyright, trademark and patent registrations | Permanently |
Administrative Correspondence* | 3 years |
*(Important memos, emails and other correspondence regarding strategy, services, programs, policies, procedures, planning and other such materials) | |
General/Routine Correspondence | 1 year |
Legal Correspondence | Permanently |
Customer and vendor correspondence | 2 years |
Material Safety Data Sheets | Permanently |
Patents and related filings | Permanently |
Meeting agendas and minutes | Permanently |
Purchase Orders | 1 year |
Inventory Records | 7 years |
Project files | Permanently |
Training manuals | Permanently |
Other Documents
A similar table will be provided in the corresponding sections for:
- Financial Records
- Business Taxes Records
- Personnel Records
- Management Plans and Procedures
- Contracts
- Donor Records
Important note: This list is only meant as a general guideline, not a substitute for legal advice. Consult your CPA or a New York business attorney for specific advice on best practices and legal compliance requirements.
NAID Certified
Complies with and fulfills all regulatory
requirements and policies of the
National Association for Information Destruction
What People Are Saying About PROSHRED®
This was the first time using Safe Shredding for my company. I was very happy with the service, both the prompt response in setting up... read moreThis was the first time using Safe Shredding for my company. I was very happy with the service, both the prompt response in setting up an appointment and the efficiency of the driver and office. I would definitely use Safe Shredding again. read less
Marra Mazzella9/27/2016I generally stay away from posting online reviews. But these guys deserve an absolute 5. Answered the phone in 2 rings, quoted a reasonable price... read moreI generally stay away from posting online reviews. But these guys deserve an absolute 5. Answered the phone in 2 rings, quoted a reasonable price in a few secs, came to pick up the stuff in short time, driver was courteous and efficient. Afterwards, email regarding billings and documents destruction certificate was professional.
I saved a lot of my own time, that pays for writing this review. read lessPrakash Kasat8/05/2020Fast response on a quote and to set up an appointment by Joe. They kept me posted on the time and appointment. The two employees... read moreFast response on a quote and to set up an appointment by Joe. They kept me posted on the time and appointment. The two employees Phil & Scott were very professional, friendly and hard working and finally, the price was fair. I would recommend them to anyone. Thank you! read less
P9/27/2013First time using the company and I would use them again. They were very responsive from the first phone call until the time the job... read moreFirst time using the company and I would use them again. They were very responsive from the first phone call until the time the job was completed. They arrived when expected and invoiced for the amount quoted over the phone. I would definitely recommend this company. read less
Bob Altiero9/27/2014The man who came to do the shredding was courteous, quick and very pleasant. He arrived on time. I didn't have a ton... read moreThe man who came to do the shredding was courteous, quick and very pleasant. He arrived on time. I didn't have a ton of shredding and yet they were pleased to make an appointment for me. It was certainly worth the money. As a matter of fact it was very reasonable, no more than it would have cost if I had taken the boxes to an off-site shredding place. I have no hesitation about recommended Safe Shredding! read less
Mary-Ann Leeb5/14/2015