Administration
Management Plans and Procedures Retention
Management plans, procedures and other administrative documents can become vital resources for consulting many countless years into the future. Even if major elements of your business have changed, you may need to keep a record of how processes, policy and procedure was dealt with in the past in order to perform a comparative analysis.
Additionally, management and administrative documentation can become relevant evidence in legal cases. Lawsuits regarding discrimination, non-disclosure, wrongful termination and other cause-of-actions can often be examined by closely scrutinizing documented work policies.
As such, most managerial and administrative documents are considered irreplaceable, and the general recommendation is to hold onto them forever, whether in digital or paper form.
Suggested Retention Duration for Select Managerial/Admin Documents
| Document Type | Suggested Minimum Retention |
| Corporate charter and bylaws | Permanently |
| Strategic plans | Permanently |
| Organizational charts | Permanently |
| Mission/vision statements | Permanently |
| Patents and related papers | Permanently |
| Copyrights, trademarks | 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 |
| Asset appraisals | Permanently |
| Property records including cost reports, depreciation schedules | Permanently |
| Deeds, mortgages, bills of sale | 7 years after property sale or transfer |
| Internal audit reports | 3 years |
| Employee evaluations | 3 years following termination |
| Training Manuals | Permanently |
| Sales records | 7 years |
| Year-end statements | Permanently |
Other Documents
For retention schedules for other types of documents, consult the similar tables provided in the corresponding sections:
- Corporate Records
- Financial Records
- Business Taxes Records
- Personnel Records
- Contracts
- Donor Records
Important note: These lists were written to serve as general guidelines and not as a replacement for expert opinion. 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®
Great company, excellent service!
Jeff Terry4/27/2021We love Safe Shredding! They come whenever we need them in addition to scheduled visits. The staff are very friendly and always have a smile... read moreWe love Safe Shredding! They come whenever we need them in addition to scheduled visits. The staff are very friendly and always have a smile on their faces :-) read less
Lauren Demarco9/27/2015Excellent Service. Would recommend to everyone.
Robert Bel9/27/2015These guys are the best! Very courteous and always willing to help or wait if we need a couple of minutes. Great... read moreThese guys are the best! Very courteous and always willing to help or wait if we need a couple of minutes. Great Job guys! read less
Colleen Vera9/27/2014Amazing turn around time, great phone communication and service without a hitch. Their employees went above and beyond with moving some items out of... read moreAmazing turn around time, great phone communication and service without a hitch. Their employees went above and beyond with moving some items out of the way to get to the paper. Great job! read less
Jonathan Ross9/27/2014We found Safe Shredding to be very courteous, efficient and professional. this is the second time we used them for our year end shredding... read moreWe found Safe Shredding to be very courteous, efficient and professional. this is the second time we used them for our year end shredding and we will surely us them again. read less
MIRIAM KAHAN9/27/2017Easy to schedule an appointment, arrived on time got in got out quickly, seamlessly and very efficiently. Would highly recommend.
Joe Brasco9/27/2015
