IEEE Geographic Unit Record Retention Schedule
When submitted, these items are retained in storage by IEEE.
Geographic Retention Schedule
| Item | Retention Period |
|---|---|
| General Accounting Records | |
| General Ledger | The current calendar year plus 10 years |
| Fixed Assets Records | 10 years from the date asset is disposed |
| Loans Receivable Ledger | The current calendar year plus 10 years |
| * Annual Financial Reports (L-50) | Permanent |
| * Audit Reports | Permanent |
| Cancelled Checks | The current calendar year plus 10 years |
| Bank Statements & Reconciliation | The current calendar year plus 10 years |
| Support Vouchers for Payables (Paid Invoices) | The current calendar year plus 10 years |
| Expense Reports | The current calendar year plus 10 years |
| Tax Records | |
| Tax Returns or Filings | Permanent |
| * Tax Records and Support Data (in U.S.: W-2's, W-9's, 1099's, Gift Acknowledgement Letters) | The current calendar year plus 10 years |
| General Administrative Items | |
| Contracts | 10 years from termination of agreement AND business has concluded |
| Leases | 10 years from termination of agreement AND business has concluded |
| General Correspondence | Current year + 3 years |
| IEEE Related Items | |
| * Charter | Permanent |
| Board and Committee meetings records such as agendas, meeting minutes, etc. which document the proceedings of the geographic unit as well as rosters detailing the members of each | Permanent |
| Records documenting the creation, structure, and governance of the geographic unit and related correspondence | Permanent |
| Correspondence (e-mail) can be kept electronically or as hardcopy | 1 year |