Ajax
Chemical Company
Records Retention Schedule
| RECORD SERIES TITLE | ACTIVE | INACTIVE | TOTAL RETENTION | AUTHORITY | COMMENTS |
| Accounting | |||||
| Accounts payable (includes invoices, expense accounts, travel and meal expenses) | Tax year + 3 years | 3 years | Tax return filing date + 6 years | US:26 CFR 301.6501 (f)-1 | |
| Accounts receivable | Tax year + 3 years | 3 years | Tax return filing date + 6 years | US:26 CFR 301.6501 (f)-1 | Vital |
| Equipment inventory | Until superseded | 6 years | Until superseded + 6 years | US:26 CFR 301.6501 (f)-1 | |
| Ledgers - general | Tax year + 3 years | 3 years | Tax return filing date + 6 years | US:26 CFR 301.6501 (f)-1 | Vital |
| Administration | |||||
| Company policy | Until superseded | 10 years | Until superseded + 10 years | Legal consideration; Company history value | Vital and archival (review before disposal) |
| Correspondence - administrative | Current year | 3 years | Current year + 3 years | US:5 CFR 1320.6; Company history value | Vital if administrative in nature; archival (review before disposal) |
| Identification badges - listing | Until superseded | 3 years | Until superseded + 3 years | US:5 CFR 1320.6 | |
| Organization charts | Until superseded | Archival | Until superseded + archival | Business consideration; Company history value | Archival |
| Business Organization | |||||
| Articles of Incorporation | Current issue | Archival | Permanent | Legal consideration; Company history value | Vital and archival |
| Board meeting minutes | Current year | Archival | Permanent | Legal consideration; Company history value | Vital and archival |
| Bylaws and amendments | Current year | Archival | Permanent | Legal consideration; Company history value | Vital and archival |
| Finance | |||||
| Audit reports | Current year | 3 years | Current year + 3 years | US:5 CFR 1320.6 | |
| Banking records (includes check registers, canceled checks, statements, and deposit records) | Tax year + 3 years | 3 years | Tax return filing date + 6 years | US:26 CFR 301.6501 (f)-1 | |
| Budgets - annual | Fiscal year + 1 year | Archival | Fiscal year + 1 year + archival | Business consideration; Company history value | Archival |
| Financial reports - annual | Fiscal year + 1 year | Archival | Fiscal year + 1 year + archival | Business consideration; Company history value | Vital and archival |
| Financial reports - monthly | 1 year | 3 years | Fiscal year end + 3 years | US:5 CFR 1320.6 | |
| Legal | |||||
| Affirmative Action disputes | While in dispute | 5 years | Resolution of dispute + 5 years | US:29 CFR 30.11 | One case begun 1986; resolved 1989 |
| Federal income tax returns | Tax year + 3 years | 3 years | Tax return filing date + 6 years | US:26 CFR 301.6501 (f)-1 | Vital |
| Patents | Current year | Archival | Permanent | Legal consideration; Company history value | Vital and archival |
| Personnel | |||||
| Applications - hired | Period of employment | None | Employee termination + 3 years | US:29 1627.3 (a)(b)-1 | |
| Applications - rejected | Calendar year | 1 year | Calendar year + 1 | US:29 CFR 1602.14 | |
| Attendance records | Calendar year | 2 years | Calendar year + 2 years | US:29 CFR 516.6 | |
| Disability records | Period of employment | Permanent | Permanent | 29 USC 1113 + Legal consideration | |
| Employee evaluations | Calendar year | 4 years | Calendar year + 4 years | US:5 CFR 293.404 (a)(1)(i) | |
| Employee exposure records | Period of employment | 30 years | Employee termination + 30 years | US:29 CFR 1910.1020 (d) (ii) | Vital |
| Employee suggestions | Current year | 1 year | Current year + 1 year | Business consideration | |
| Environmental monitoring records | Calendar year | 5 years | Calendar year + 5 years | US:29 CFR 1904.6 | |
| Medical reports (includes accident reports, injury logs, visits to nurse, medical insurance claims) | Calendar year | 5 years | Calendar year + 5 years | US:29 CFR 1904.6 | Vital (accident reports only) |
| Personnel files - active | Period of employment | None | Employee termination + 3 years | US:29 CFR 1627.3 (a)(b)-1 | |
| Personnel files - terminated | Current year | 3 years | Employee termination + 3 years | US:29 CFR 1627.3(a)(b)-1 | Pull records requiring longer retention before disposing file (see separate listing for individual records retention) |
| Retirement plan | Until superseded | 1 year | Until superseded + 1 year | US:29 CFR 1627.3 (b)-2 | |
| Safety training | Calendar year | 30 years | Calendar year + 30 years | Legal consideration | |
| Training records (not safety) | Period of employment | 1 year | After completion + 1 year | US:29 CFR 1627.3 | |
| W-2 forms | Tax year + 3 years | 3 years | Tax return filing date + 6 years | US:26 CFR 301.6501 (f)-1 | |
| Product Development | |||||
| Includes product design specifications, laboratory notebooks, formulae for chemicals, project files, R&D technical reports | 3 years | Archival | Permanent | Business and legal consideration; Company history value | Vital and archival |
| Production | |||||
| Quality control reports | 3 years | Permanent | Permanent | Business and legal consideration | |
| Public Relations | |||||
| Newsletters | Current year | Archival | Permanent | Business consideration; Company history value | Archival |
| Newspaper clippings | Current year | Archival | Permanent | Business consideration; Company history value | Archival (review before disposal) |
| Photographs | Current year | Archival | Permanent | Business consideration; Company history value | Archival |