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Corporate Records

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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
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Other Documents

A similar table will be provided in the corresponding sections for:

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.

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