How Long Should You Actually Keep Your U.S. Business Records? | FreshBooks Blog

How hanker do you truly need to keep your clientele records ? In fact, you can be absolute inundated with records… from tax returns and expense receipts to invoices, cancelled checks, payroll records, bank statements, meeting minutes—the list goes on .
Whether you have everything methodically stored in a filing cabinet or stashed out of sight in a desk drawer, you ’ ve credibly asked yourself, do I actually need to keep all this ?

record keeping international relations and security network ’ triiodothyronine fun. And outside of the tax world, there are few rules and fiddling guidance on precisely what should be kept and for how long. conventional wisdom when it comes to documentation is “ better safe than good-for-nothing. ”

however, rather of stockpiling everything, it ’ second chic to have an overall plan for keeping your records to make indisputable you keep the significant thrust .
so I ’ ve got some advice for you about record-keeping .
Keep in mind that what follows is precisely general guidance, and not inevitably the final examination word. Your accountant or tax adviser may have unlike recommendations for your situation .

Business Tax Returns

You ’ ll motivation to hang onto your business tax returns and all supporting documentation until you can no long be audited for that tax class. In the US, the IRS requires companies to keep their commercial enterprise tax returns for at least 3 years from the fourth dimension of tax filing .
But don ’ deoxythymidine monophosphate crank up the paper shredder on Year 3. The IRS besides says that it can come after your occupation for failing to report income for up to 6 years after filing and for up to 7 years if you took a deduction on a bad debt. That ’ sulfur why most accountants recommend that you hold on to your tax return and all supporting software documentation for seven years from filing. You can read more about the IRS ’ text file requirements here.  

Payroll Tax Records

If you have employees, the IRS recommends that you keep all employment tax records for at least four years from the prison term you paid the taxes or filed the reelect ( whichever is later ). These records include timesheets, employee information, and profit payments .

Employee Records

In summation to employee tax information, you should keep all human resources files for any employee, current or erstwhile. These records include anything like resumes, job applications and descriptions, operation reviews, and any employee files .
Experts advise that you keep these documents for at least seven years after an employee leaves or is fired. In accession, if an employee was injured on the problem, you should keep any relate records for up to ten years after worker ’ randomness recompense was paid.

Job Applicant Information

In the US, there are respective federal anti-discrimination laws that apply to recordkeeping and hiring. For exercise, Title VII, the Americans with Disabilities Act ( ADA ), and the Age Discrimination in Employment Act ( ADEA ) all impact how you handle your lease records if your commercial enterprise is over a certain size .
For Title VII and ADA, the requirements kick in when you have 15 or more employees ; it ’ randomness 20 or more employees for ADEA. If your party meets these requirements, you ’ ll need to keep all lease records for each position for at least one class from the date of the hire decision .

Ownership Records and Other Key Business Documents

There are certain documents that need to be kept indefinitely. These include your caller formation documents, such as articles of incorporation ( for corporations ) and articles of administration ( for LLCs ) .
If you ’ re a corporation, you ’ ll besides need to keep any film director or stockholder meeting minutes and a stock ledger. other key ownership and clientele documents should be kept permanently including deeds, titles, property records, and any contracts .

Financial Records

Bank statements, credit batting order statements, canceled checks, paid invoices and other fiscal information quickly pile up .
Accountants typically will advise businesses to keep their deposit report and credit statements for 7 years. however, if your monthly statements aren ’ triiodothyronine serving any tax or early commercial enterprise purposes, you can consider shredding them after a class and keeping your detail annual statements on hand for 7 years .

Paper vs. Electronic Records

In the digital world, recordkeeping is simpler—and takes a lot less physical space ! The IRS has determined that electronic records are the lapp as newspaper originals. In some cases, electronic is preferred, since paper receipts can fade and become illegible over clock. But, if you ’ d prefer to store all your files digitally, feel unblock to do so .
however, one news of caution : it ’ second easy to rely on your fiscal servicing supplier ( such as your bank or credit card caller ) to access your bill information and history. For exemplar, you might log into your on-line account to view monthly or annual statements.

Be surely to check the terms of each account to see how long they keep historical records. If it ’ mho shorter than 7 years, you may need to download and save an annual statement in orderliness to have it on pass for tax read .
last, keep in judgment that you ’ ll indigence to keep originals for authoritative documentation. These are things like articles of internalization, business licenses, partnership agreements, and any sign contracts .
many companies store such documentation in a bodied binder. Keep the binder in a safe space ( flush if it good collects dust ). It ’ mho one of the foremost things that will be requested should you want to sell your company or be involved in an audit or lawsuit .

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Category : Finance

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