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:
- 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.
What People Are Saying About PROSHRED®
Proshred was professional from getting the quote to the pick-up of the shredding, Ricardo was very friendly and accommodating. Very Happy would recommend this company.
A Forshee12/09/2021Jose & Ricardo were absolutely fantastic! They were so professional, timely, efficient and kind during delivery of our shred bin. I would recommend PROSHRED to... read moreJose & Ricardo were absolutely fantastic! They were so professional, timely, efficient and kind during delivery of our shred bin. I would recommend PROSHRED to anyone based off our phenomenal experience with these two gentlemen. read less
John Ammatuna12/02/2021We used Proshred to clean up a ton of old documents at our retail location in Hartsdale, NY. The team was extremely responsive to every... read moreWe used Proshred to clean up a ton of old documents at our retail location in Hartsdale, NY. The team was extremely responsive to every email to leading up to and following the appointment. The pair that came onsite to do the shredding were enthusiastic and efficient. It was a true pleasure to hire the team at Proshred for our project.We were able to watch the shredding from a camera on the truck to ensure our confidential documents were completely destroyed.I highly recommend Proshred for their excellent work ethic. read less
Laura Violet6/11/2021Steve and Elva were great, easy to deal with! Thank you!
Lisa Bleyzer7/28/2020Great service at great rates. They were very accommodating to even small jobs and very convenient from all major highways for a drop off.... read moreGreat service at great rates. They were very accommodating to even small jobs and very convenient from all major highways for a drop off. Steve is very professional and the drop to payment takes only minutes. They also offer at home service, which is great for larger jobs. read less
RMM Finance Dept.7/10/2020What a great experience. Wonderful to deal with fast reliable service.
Mike DeFlorio6/28/2020I received great service. I was moving and had a large quantity of documents that needed to be shredded. I called and made an... read moreI received great service. I was moving and had a large quantity of documents that needed to be shredded. I called and made an appointment for drop-off. They were ready and waiting when I arrived, helped me unload the papers from my car and put the empty boxes back in the car for me. I was in and out in a few minutes. Much quicker and more efficient than trying to shred a large quantity of documents at home on a slow shredder. Well worth the cost.I highly recommend their service. read less
Craig Beardsley6/28/2020
