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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 TypeSuggested Minimum Retention
Accident reports and claims7 years after settlement or resolution
Affirmative Action Plan1 year after plan expiration
Bylaws and Corporate CharterPermanently
Organizational/administrative chartsPermanently
Contracts7 years after expiration
Copyright, trademark and patent registrationsPermanently
Administrative Correspondence*3 years
*(Important memos, emails and other correspondence regarding strategy, services, programs, policies, procedures, planning and other such materials)
General/Routine Correspondence1 year
Legal CorrespondencePermanently
Customer and vendor correspondence2 years
Material Safety Data SheetsPermanently
Patents and related filingsPermanently
Meeting agendas and minutesPermanently
Purchase Orders1 year
Inventory Records7 years
Project filesPermanently
Training manualsPermanently
certificate of destruction
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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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