LEGEND FOR RETENTION

LEGEND FOR AUTHORITY TO

PERIOD

DISPOSE

AC - Dispose After Completion of Job or Contract

AD - Administrative Decision

AE - Dispose After Expiration

ASP - Armed Services Procurement

AF - After End of Fiscal Year

          Regulation

AM - After Moving

CFR - Code of Federal Regulations

AS - After Settlement

FLSA - Fair Labor Standards Act

AT - Dispose After Termination

ICC - Interstate Commerce Commission

ATR - After Trip

INS - Insurance Company Regulation

OBS - Dispose When Obsolete

ISM - Industrial Security Manual,

P - Permanent

Attachment to DD Form 441

SUP - Dispose When Superseded

+Govt. R & D Contracts

*After Disposed ** Normally

TYPE OF RECORD

RETENTION

AUTHORITY

PERIOD YEARS

ACCOUNTING & FISCAL

Accounts Payable Invoices

3

ASPR-STATE,FLSA

Accounts Payable Ledger

P

AD

Accounts Receivable Invoices & Ledgers

5

AD

Authorizations for Accounting

SUP

AD

Balance Sheets

P

AD

Bank Deposits

3

AD

Bank Statements

3

AD

Bonds

P

AD

Budgets

3

AD

Capital Asset Record

3*

AD

Cash Receipt Records

7

AD

Check Register

P

AD

Checks, Dividend

6

Checks, Payroll

2

FLSA, STATE

Checks, Voucher

3

FLSA, STATE

Cost Accounting Records

5

AD

Earnings Register

3

FLSA, STATE

Entertainment Gifts & Gratuities

3

AD

Estimates, Projections

7

AD

Expense Reports

3

AD

Financial Statements, Certified

P

AD

Financial Statements, Periodic

2

AD

General Ledger Records

P

CFR

Labor Cost Records

3

ASPR, CFR

Magnetic Tape and Tab Cards

1**

Note Register

P

AD

TYPE OF RECORD

RETENTION

AUTHORITY

PERIOD YEARS

Payroll Registers

3

FLSA, STATE

Petty Cash Receipts

3

AD

P & L Statements

P

AD

Salesman Commission Reports

3

AD

Travel Expense Reports

2

AD

Work Papers, Rough

2

AD

ADMINISTRATIVE RECORDS

Audit Reports

10

AD

Audit Work Papers

3

AD

Classified Documents: Inventories,

Reports, Receipts

10

AD

Correspondence, Executive

P

AD

Correspondence, General

5

AD

Directives from Officers

P

AD

Forms Used, File Copies

P

AD

Systems and Procedures Records

P

AD

Work Papers, Management Projects

P

AD

COMMUNICATIONS

Bulletins Explaining Communications

P

AD

Messenger Records

1

AD

Phone Directories

SUP

AD

Phone Installation Records

1

AD

Postage Reports, Stam Requisitions

1 AF

AD

Postal Records, Registered Mail &

Insured Mail Logs & Meter Records

1 AF

AD, CFR

Telecommunications Copies

1

AD

CONTRACT ADMINISTRATION

Contracts, Negotiated, Bailments,

Changes, Specifications, Procedures,

Correspondence

P

CFR

Customer Reports

P

AD

Materials Relating to Distribution

Revisions, Forms, and Format of Reports

P

AD

Work Papers

OBS

AD

CORPORATE

Annual Reports

P

AD

Authority to Issue Securities

P

AD

Bonds, Surety

3 AE

AD

Capital Stock Ledger

P

AD

Charters, Constitutions, Bylaws

P

AD

Contracts

P

AD

Corporate Election Records

P

AD

Incorporation Records

P

AD

Licenses - Federal, State, Local

AT

AD

Stock Transfer & Stockholder

P

AD

TYPE OF RECORD

RETENTION

AUTHORITY

PERIOD YEARS

LEGAL

Claims & Litigation Concerning Torts and

Breach of Contracts

P

AD

Insurance Policies

P

AD

Law Records - Federal, State, Local

SUP

AD

Patents & Related Material

P

AD

Trademark & Copyrights

P

AD

LIBRARY, COMPANY

Accession Lists

P

AD

Copies of Requests for Materials

6 mos.

AD

Meeting Calendars

P

AD

Research Papers, Abstracts, Bibliographies

SUP, 6 mos, AC

AD

MANUFACTURING

Bills of Material

2

AD, ASPR

Drafting Records

P

AD +

Drawings

2

AD, ASPR

Inspection Records

2

AD

Lab Test Reports

P

AD

Memos, Production

AC

AD

Product, Tooling, Design, Engineering,

STATUE

Research, Experiment & Specs Records

20

LIMITATIONS

Production Reports

3

AD

Quality Reports

1 AC

AD

Reliability Records

P

AD

Stock Issuing Records

3 AT

AD, ASPR

Tool Control

3 AT

AD, ASPR

Work Orders

3

AD

Work Status Reports

AC

AD

OFFICE SUPPLIES & SERVICES

Inventories

1 AF

AD

Office Equipment Records

6 AF

AD

Requests for Services

1 AF

AD

Requisitions for Supplies

1 AF

AD

PERSONNEL

Accident Reports, Injury Claims, Settlements

30 AS

CFR, INS, STATE

Applications, Changes & Terminations

5

AD, ASPR, CFR

Attendance Records

7

AD

Employee Activity Files

2 or SUP

AD

Employee Contracts

6 AT

AD

Fidelity Bonds

3 AT

AD

Garnishments

5

AD

Health & Safety Bulletins

P

AD

Injury Frequency Charts

P

CFR

Insurance Records, Employees

11 AT

INS

Job Descriptions

2 or SUP

CFR

Rating Cards

2 or SUP

CFR

Time Cards

2 or SUP

CFR

TYPE OF RECORD

RETENTION

AUTHORITY

PERIOD YEARS

Training Manuals

P

AD

Union Agreements

3

WASH-HEALEY ACT

PLANT & PROPERTY RECORDS

Depreciation Schedules

P

AD

Inventory Records

P

AD

Maintenance & Repair, Building

10

AD

Maintenance & Repair, Machinery

5

AD

Plant Account Cards, Equipment

P

CFR, AD

Property Deeds

P

AD

Purchase or Lease Records of Plant Facility

P

AD

Space Allocation Records

1 AT

AD

PRINTING & DUPLICATION

Copies Produced, Tech. Pubs., Charts

1 or OBS

AD

Film Reports

5

AD

Negatives

5

AD

Photographs

1

AD

Production Records

1 AC

AD

PROCUREMENT, PURCHASING

Acknowledgements

AC

AD

Bids, Awards

3 AT

CFR

Contracts

3 AT

AD

Exception Notices (GAO)

6

AD

Price Lists

OBS

AD

Purchase Orders, Requisitions

3 AT

CFR

Quotations

1

AD

PRODUCTS, SERVICES, MARKETING

Correspondence

3

AD

Credit Ratings & Classifications

7

AD

Development Studies

P

AD

Presentations & Proposals

P

AD

Price Lists, Catalogs

OBS

AD

Prospect Lines

OBS

AD

Register of Sales Order

NO VALUE

AD

Surveys

P

AD

Work Papers Pertaining to Projects

NO VALUE

AD

PUBLIC RELATIONS & ADVERTISING

Advertising Activity Reports

5

AD

Community Affairs Records

P

AD

Contracts for Advertising

3 AT

AD

Employee Activities & Presentations

P

AD

Exhibits, Releases, Handouts

2 - 4

AD

Internal Publications

P (1 copy)

AD

Layouts

1

AD

Manuscripts

1

AD

Photos

1

AD

Public Information Activity

7

AD

TYPE OF RECORD

RETENTION

AUTHORITY

PERIOD YEARS

Research Presentations

P

AD

Tear-Sheets

2

AD

SECURITY

Classified Material Violations

P

AD

Courier Authorizations

1 mo. ATR

AD

Employee Clearance Lists

SUP

ISM

Employee Case Files

5

ISM

Fire Prevention Program

P

AD

Protection - Guards, Badge Lists, Protective

Devices

5

AD

Subcontractor Clearances

2 AT

AD

Visitor Clearance

2

ISM

TAXATION

Annuity or Deferred Payment Plan

P

CFR

Depreciation Schedules

P

CFR

Dividend Register

P

CFR

Employee Withholding

4

CFR

Excise Exemption Certificates

4

CFR

Excise Reports (Manufacturing)

4

CFR

Excise Reports (Retail)

4

CFR

Inventory Reports

P

CFR

Tax Bills & Statements

P

AD

Tax Returns

P

AD

TRAFFIC & TRANSPORTATION

Aircraft Operating & Maintenance

P

CFR

Bills of Lading, Waybill

2

ICC, FLSA

Employee Travel

1 AF

AD

Freight Bills

3

ICC

Freight Claims

2

ICC

Household Moves

3 AM

AD

Motor Operating & Maintenance

2

AD

Rates & Tariffs

SUP

AD

Receiving Documents

2 - 10

AD, CFR

Shipping & Related Documents

2 - 10

AD, CFR