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ECOSHRED

Secure Document Destruction

Record Retention Guidelines

Personal Records

  • BANK STATEMENTS – 3 YEARS
  • BIRTH CERTIFICATES – KEEP PERMANENTLY
  • CANCELLED CHECKS AND DEBIT RECEIPTS – 3 years (EXCEPT IF NEEDED FOR TAX PURPOSES, WARRANTIES OR HOME IMPROVEMENTS)
  • CREDIT CARD STATEMENTS – 7 YEARS (in case of fraud)
  • CREDIT CARD RECEIPTS – DISCARD AFTER RECONCILED WITH CREDIT CARD STATEMENT
  • CHARITABLE CONTRIBUTIONS – KEEP WITH APPLICABLE TAX RETURN – 7 YEARS
  • COPY OF PAID BILLS – 1 YEAR UNLESS NEEDED FOR TAX PURPOSES
  • DIVORCE DECREES – KEEP PERMANENTLY
  • HEALTH INSURANCE POLICIES – KEEP FOR LIFE OF POLICY OR UNTIL REPLACED
  • HEALTH INSURANCE RECORDS – KEEP UNTIL TREATMENT AND PAYMENT IS RESOLVED
  • HOME AND PROPERTY INSURANCE – KEEP UNTIL EXPIRATION OR REPLACED
  • HOME PURCHASE AND IMPROVEMENT RECORDS – AS LONG AS YOU OWN THE PROPERTY
  • MARRIAGE LICENSES – KEEP PERMANENTLY
  • MILITARY SERVICE RECORDS – KEEP PERMANENTLY
  • PASSPORTS – KEEP UNTIL EXPIRATION
  • REAL ESTATE DEEDS – AS LONG AS YOU OWN THE PROPERTY
  • SOCIAL SECURITY CARD – KEEP PERMANENTLY
  • SOCIAL SECURITY STATEMENT – DISCARD AFTER GETTING NEW ONE
  • TAX RECORDS – DISCARD 7 YEARS FROM FILING DATE (includes W2s, 1099’s, cancelled checks that support tax deductions, charitable contribution documentation, medical expenses if deductible)
  • VEHICLE TITLES – UNTIL YOU SELL OR DISPOSE OF CAR
  • WILL – UNTIL UPDATED, THEN KEEP PERMANENTLY

**THESE ARE GENERAL GUIDELINES. ECOSHRED recommends that you consult your CPA and/or legal advisors for Record Retention Guidelines to confirm requirements.

Businesses

  • AUDITOR’S REPORTS – KEEP PERMANENTLY
  • BANK DEPOSIT SLIPS, STATEMENTS – 7 YEARS
  • CANCELLED CHECKS (GENERAL, PAYROLL) – 7 YEARS
  • CONTRACTS – 4 YEARS AFTER TERMINATION OR EXPIRATION
  • EMPLOYEE EXPENSE RECORDS – 4 YEARS
  • EMPLOYEE PAYROLL RECORDS (W2, W4, ANNUAL EARNINGS RECORDS ETC..) 6 YEARS AFTER TERMINATION
  • FREIGHT BILLS AND BILLS OF LADING – 7 YEARS
  • INVOICES: SALES TO CUSTOMERS/CREDIT MEMOS – 7 YEARS
  • PAYROLL JOURNAL – 7 YEARS
  • PRODUCTION AND SALES REPORTS – 7 YEARS
  • PURCHASE ORDERS – 7 YEARS
  • INSURANCE RECORDS: CURRENT – PERMANENTLY, EXPIRED – 7 YEARS
  • LEGAL DOCUMENTS: BUY-SELL AGREEMENTS – PERMANENTLY
    CONTRACTS AND LEASES – PERMANENTLY (IF EXPIRED, 7 YEARS)
    PARTNERSHIP AGREEMENTS – PERMANENTLY
    LEGAL CORRESPONDENCE – PERMANENTLY
  • TAX RECORDS: IRS TAX RETURNS AND WORKSHEETS – PERMANENTLY
    PAYROLL TAX RETURNS – 7 YEARS
    PROPERTY RECORDS – PERMANENTLY

http://www.irs.gov/Businesses/Small-Businesses-&-Self-Employed/How-long-should-I-keep-records

**THESE ARE GENERAL GUIDELINES. ECOSHRED recommends that you consult your CPA, and/or legal advisors for Record Retention Guidelines to confirm requirements.

Medical Records: How Long to Retain

According to the New Jersey Division of Consumer Affairs, a doctor must keep a patient’s medical records for seven years (This does not include Pediatrics). Records can be destroyed after that time period. Physicians are not required to notify patients prior to destroying the records.

http://www.state.nj.us/oag/ca/bme/faq/physFAQ.htm#10

Pediatric records require a longer retention time. Please consult your State and HIPAA Requirements Guidelines.

**THESE ARE GENERAL GUIDELINES. ECOSHRED recommends that you consult your CPA, legal advisors, liability insurance carrier, and/or County/State Medical Society, and HIPAA requirements for Record Retention Guidelines to confirm requirements.

Prescription Blanks: Let Ecoshred Destroy Your Prescription Blanks

Expired, unused or damaged prescription blanks/pads need to be disposed of in a Secure manner. Prescribers or healthcare facilities must fill out and send in Certificate of Destruction of New Jersey Prescription Blanks (NJPBs) forms after the destruction of Prescription Blanks.

Forms can be found at the following site:
http://www.njconsumeraffairs.gov/dcu/Documents/Certification-of-the-Destruction-of-New-Jersey-Prescription-Blanks.pdf

Rules and Regulations:
http://www.njconsumeraffairs.gov/regulations/

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