Retention Period: To be kept permanently.

• Articles of Incorporation
• Annual Audit Reports
• Bylaws, include amendments
• Checks
• Contracts & leases
• Corporation reports filed with the Secretary of State
• Correspondence (legal)
• Equipment owned by PTA
• Insurance records, accident
• Reports, claims, policies, certificates
• Invoices
• Journals
• Minute books
• PTA Charter
• Standing Rules(current)
• Tax-exempt status documents
• Trademark registrations

Retention Period for 7 years:

• Accounts payable records
• Cash receipt records
• Checks, canceled
• Contracts (expired)
• Inventories
• Invoices
• Financial statements(10 years)
• Grant award letters of agreement (10 years)
• Purchase orders
• Sales records
• Vouchers for payments to vendors, officers, etc.

Retention Period for 1 - 3 years

• Bank reconciliation’s
• Correspondence with vendors, general
• Duplicate deposit slips
• Employee records (if applicable)
• Inventories(product & materials)
• Invoices
• Petty cash vouchers

 

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