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 |