AN AFFORDABLE ALTERNATIVE TO TRADITIONAL DOCUMENT STORAGE
IS YOUR DOCUMENT STORAGE ROOM OVERFLOWING?
Need somewhere to store your documents safely and securely? Storage Valet has a great alternative to the cost and hassle of traditional full-service document storage: a mobile storage unit with integrated shelving.
- Each 5’ x 8’ container will hold 84 standard-sized file boxes.
- You can access your containers as needed at our facility with just two hours’ notice.
- All-inclusive per-container rates have no hidden charges and work out to about $0.70 per file box per month. Compare that to document storage companies!
HOW LONG DO FILES NEED TO BE KEPT?
To give you an idea about what records need to be kept, the following is a standard records retention list. This is a guideline, and should not constitute final judgment for your own accounting and record-keeping.
| Type of Record | Retention Period (years) |
|---|---|
| Accounting & Tax Records | |
| Accounts payable ledgers and schedulesGeneral correspondence | 7 |
| Accounts receivable ledgers and schedules | 7 |
| Audit reports (external) | Permanent |
| Audit reports (internal) | 3 |
| Bank reconciliation | 3 |
| Bank statements | 7 |
| Cash receipts & Disbursement Journals | Permanent |
| Chart of Accounts | Permanent |
| Checks (cancelled) | 7 |
| Checks (cancelled) | |
| Taxes, purchases of property, special contracts, etc. | Permanent |
| Depreciation schedule | Permanent |
| Expense analyses and expense distribution schedules | 7 |
| Expense reports | 7 |
| Financial statements (year end) | Permanent |
| General and private ledgers (and end of yr. trial balances) | Permanent |
| Internal audit reports | 3 |
| Inventories of products, materials, and supplies | 7 |
| Invoices (to customers & from vendors) | 7 |
| Notes receivable ledgers and schedules | 7 |
| Payroll records and summaries, | 7 |
| Petty cash vouchers | 3 |
| Purchase orders (except purchasing dept copy) | 1 |
| Purchasing orders (purchasing dept copy) | 7 |
| Receiving sheets | 1 |
| Retirement & Pension records | Permanent |
| Sales commission reports | 3 |
| Sales invoices & other sales records | 7 |
| Stenographer’s notebooks | 1 |
| Subsidiary ledgers | 7 |
| Tax returns & worksheets Revenue agents’ reports and other documents relating to determination of income tax liability |
Permanent |
| Time books/cards | 7 |
| Training manuals | Permanent |
| Trial balances | 7 |
| Union agreements | Permanent |
| Vouchers for payments to vendors, employees, etc. | 7 |
| Withholding tax statements | 7 |
| Correspondence Records | |
| General correspondence | 2 |
| Legal, tax & other important matters | Permanent |
| Corporate Records | |
| Articles of incorporation, stockholders bylaws | Permanent |
| Charter, minutes book, etc. | |
| Capital stock & bond records Ledgers, transfer registers, stubs showing issues, record of interest coupons, options, etc. |
Permanent |
| Contracts, mortgages, notes, and leases | |
| Expired | 7 |
| Still in effect | Permanent |
| Copyrights, patents & trademark registrations | Permanent |
| Deeds, mortgages, and bills of sale | Permanent |
| Option records (expired) | 7 |
| Property records Including costs, appraisals, depreciation schedules, blueprints & plans, deeds & easements |
Permanent |
| Stock & bond certificates (cancelled) | 7 |
| Insurance Records | |
| Accident reports (settled) | 6 |
| Claims (settled) | 10 |
| Fire inspection reports (settled) | 6 |
| Group disability records | 8 |
| Insurance records, current accident reports, claims, policies, etc. | Permanent |
| Insurance policies (expired) | 3 |
| Safety reports | 8 |
| Personnel Records | |
| Contracts (expired) | 7 |
| Disability & sick benefits | 7 |
| Employment applications | 3 |
| Garnishments | 7 |
| Personnel files (terminated) | 7 |
Storage Valet’s Triple Guarantee:
- Satisfaction Guarantee – If for any reason you are not completely happy with our storage service, just let us know within the first 30 days and we’ll cheerfully refund 100% of your storage fees.
- Price Guarantee – Worried that you’re not getting the best deal? We’ll beat any direct competitor’s current written price quote.
- Punctuality Guarantee – If we’re not there when we say we will be, we’ll give you a $50 credit off the delivery fee for the inconvenience.