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 were 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:
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.
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Carol11/28/2016When I booked the appointment I requested a time and confirmed it when I got the call back from ProShred one day prior. On the... read moreWhen I booked the appointment I requested a time and confirmed it when I got the call back from ProShred one day prior. On the morning of the job I got a call from the driver telling me he was within 30 minutes of me, problem was that it was 3 1/2 hours earlier than I'd requested + the job was at my father in law's home about 20 mins away. Anyway, all's well that ends well. We met the driver and the job done quickly, efficiently and given the visibility of the bin being tipped inside (via LED screen outside) and contents shredded before our eyes, impressively. I checked back on the original confirming email which did suggest I should call back to confirm a specific time. There was the hangup, the driver did not have my time on his route schedule. I had twice referenced 2pm on the original order and prior day confirmation, someone should have taken note and updated the route driver's schedule. Not a big deal because it worked but something for you to assess on your procedures. read less
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Y Dav9/24/2014The staff was great from booking on down. Easy and hassle free. And the guys for pick-up were patient (I was at work... read moreThe staff was great from booking on down. Easy and hassle free. And the guys for pick-up were patient (I was at work - five minutes away - when they got to my apartment) not to mention helpful and extremely nice. With only a relatively very small amount to be picked up, I never felt treated like I was any less important than a business with a much larger pick-up. read less
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Terry Ferreira4/24/2019
