IEEE Geographic Unit Record Retention Schedule

When submitted, these items are retained in storage by IEEE.

Geographic Retention Schedule

ItemRetention 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

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