DATA RETENTION POLICY SCHEDULE

CATEGORY TYPE	CATEGORY OWNER
CORPORATE RECORDS
DATA TYPE	STORAGE LOCATION	RETENTION PERIOD	ACTION Delete or Archive
Corporate Records (board minutes, committee minutes, corporate seals, articles of incorporation, bylaws, annual reports, etc.)
Licenses and Permits
Intellectual Property
<Other>
<Other>
<Other>

CATEGORY TYPE	CATEGORY OWNER
PROPERTY RECORDS
DATA TYPE	STORAGE LOCATION	RETENTION PERIOD	ACTION Delete or Archive
Correspondence, Property Deeds, Assessments, Licenses, Rights of Way
Original Purchase/Sale/Lease Agreements
Property Insurance Policies
<Other>
<Other>
<Other>

CATEGORY TYPE	CATEGORY OWNER
TAX RECORDS
DATA TYPE	STORAGE LOCATION	RETENTION PERIOD	ACTION Delete or Archive
Tax-Exemption Documents and Related Correspondence
IRS Rulings
Excise Tax Records
Payroll Tax Records
Tax Bills, Receipts, Statements
Tax Returns: Income, Franchise, Property
Tax Worksheet Packages: Originals
Sales/Use Tax Records
Annual Information Returns: Federal and State
IRS or other Government Audit Records
<Other>
<Other>
<Other>

CATEGORY TYPE	CATEGORY OWNER
ACCOUNTING AND FINANCE
DATA TYPE	STORAGE LOCATION	RETENTION PERIOD	ACTION Delete or Archive
Accounts Payable ledgers and schedules
Accounts Receivable ledgers and schedules
Annual Audit Reports and Financial Statements
Annual Audit Records, including work papers and other related documents
Annual Plans and Budgets
Bank Statements and Canceled Checks
Employee Expense Reports
General Ledgers Permanent
Interim Financial Statements
Notes Receivable ledgers and schedules
Investment Records
Credit card records (documents with credit card numbers)
<Other>
<Other>
<Other>

CATEGORY TYPE	CATEGORY OWNER
CONTRACTS
DATA TYPE	STORAGE LOCATION	RETENTION PERIOD	ACTION Delete or Archive
Contracts and Related Correspondence (including related proposals and other supporting documentation)
<Other>
<Other>
<Other>

CATEGORY TYPE	CATEGORY OWNER	Correspondence and internal communications should be retained for the same period as the documents or project they relate to.
CORRESPONDENCE AND INTERNAL COMMUNICATIONS
DATA TYPE	STORAGE LOCATION	RETENTION PERIOD	ACTION Delete or Archive
Correspondence and internal communications related to routine matters that have no significant lasting consequences.
Correspondence and internal communications not related to routine matters or having no significant lasting consequences.
<Other>
<Other>
<Other>

CATEGORY TYPE	CATEGORY OWNER
INSURANCE
DATA TYPE	STORAGE LOCATION	RETENTION PERIOD	ACTION Delete or Archive
Annual Loss Summaries
Audits and Adjustments
Certificates Issued Claims Files (including correspondence, medical records, injury documentation, etc.)
Group Insurance Plans: Active Employees
Group Insurance Plans – Retirees
Inspections
Insurance Policies (including expired policies)
Journal Entry Support Data
Loss Runs
Releases and Settlements
<Other>
<Other>
<Other>

CATEGORY TYPE	CATEGORY OWNER
LEGAL FILES AND PAPERS
DATA TYPE	STORAGE LOCATION	RETENTION PERIOD	ACTION Delete or Archive
Legal Memoranda and Opinions (including all subject matter files)
Litigation Files
Court Orders
Requests for Departure from Records Retention Plan
<Other>
<Other>
<Other>

CATEGORY TYPE	CATEGORY OWNER
PAYROLL DOCUMENTS
DATA TYPE	STORAGE LOCATION	RETENTION PERIOD	ACTION Delete or Archive
Employee Deduction Authorizations
Payroll Deductions
W-2 and W-4 Forms
Garnishments, Assignments, Attachments
Labor Distribution Cost Records
Payroll Registers
Time Cards/Sheets
Unclaimed Wage Records
Pension Documents and Supporting Employee Data
Retirement and Pension Records
<Other>
<Other>
<Other>

CATEGORY TYPE	CATEGORY OWNER
PERSONNEL RECORDS
DATA TYPE	STORAGE LOCATION	RETENTION PERIOD	ACTION Delete or Archive
Commissions/Bonuses/Incentives/Awards
EEO- I /EEO-2: Employer Information Reports
Employee Earnings Records
Employee Handbooks
Employee Medical Records
Employee Personnel Records (including attendance, application forms, job/status change records, performance evaluations, termination papers, withholding information, garnishments, test results, training records, and qualification records)
Employment Contracts – Individual
Employment Records: Correspondence with Employment Agencies and Advertisements for Job Openings
Employment Records: All Non-Hired Applicants (including all applications and resumes: whether solicited or unsolicited, results of post-offer, pre-employment physicals, results of background investigations, if any, related correspondence)
Job Descriptions/Postings
Personnel Counts
I-9 Forms
<Other>
<Other>
<Other>

CATEGORY TYPE	CATEGORY OWNER
OPERATIONAL DOCUMENTS AND RECORDS
DATA TYPE	STORAGE LOCATION	RETENTION PERIOD	ACTION Delete or Archive
Project related
Process related
<Other>
<Other>
<Other>

CATEGORY TYPE	CATEGORY OWNER
MISCELLANEOUS
DATA TYPE	STORAGE LOCATION	RETENTION PERIOD	ACTION Delete or Archive
Consultant Reports
Material with Historical Value (pictures, publications, etc.)
Policy and Procedures Manuals – Original
Policy and Procedures Manuals: Copies
Annual Reports
<Other>
<Other>
<Other>

CATEGORY TYPE	CATEGORY OWNER
OTHER
DATA TYPE	STORAGE LOCATION	RETENTION PERIOD	ACTION Delete or Archive
<Other>
<Other>
<Other>

CATEGORY TYPE	CATEGORY OWNER
OTHER
DATA TYPE	STORAGE LOCATION	RETENTION PERIOD	ACTION Delete or Archive
<Other>
<Other>
<Other>

CATEGORY TYPE	CATEGORY OWNER
OTHER
DATA TYPE	STORAGE LOCATION	RETENTION PERIOD	ACTION Delete or Archive
<Other>
<Other>
<Other>

APPENDIX

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