Records Retention Schedule for Churches

Keeping and maintaining accurate records for your church is prudent and necessary if not imperative. The following is a partial lists of recommended records retention schedules. You may wish to add to the list based on your particular needs.

Your church may want to consider keeping many of these documents and records electronically.
The following time periods applies to both physical and electronic documents.

Permanent Records Retention Schedule

These are records vital to your organization. Copies or originals of some of these records (articles of incorporation, bylaws, etc.) should be stored offsite of your church or nonprofit organization perhaps in a secure location such as a local bank.

Corporate records and documents such as articles of incorporation, bylaws, annual corporate reports, corporate seals, minute books, signed minutes of the Board and all committees
Licenses and permits
Property records and documents such as property deeds, assessments, and rights of way
Property Insurance policies
Property appraisals by outside appraisers
Construction documents
Audit reports
Financial Statements
General Ledgers
Contribution records
Cash Books
Charts of Accounts
Documents evidencing terms, conditions, or restrictions on gifts
Tax-exemption documents and related correspondence
Depreciation schedules
IRS rulings Tax returns-income, franchise, property
Annual Information returns – federal and state
IRS or other government audit records
Child Protection Clearance Information & Forms

Temporary Records Retention Schedule

The retention period for the following documents and records is 7 years.

Accounts payable and accounts receivable ledgers and schedules
Bank reconciliations, statements and canceled checks
Electronic fund transfer documents
Notes receivable ledgers and schedules
Employee expense reports
Investment records (7 years after sale of the investment)
Annual audit records, including work papers and other documents that related to the audit (7 years after the completion of the audit)
Contracts and related correspondence (7 years after expiration or termination)
Excise tax records
Tax bills, receipts, statements
Tax work paper packages-originals
Sales/use tax records
Payroll tax records
Payroll registers
Personnel records such as commissions, bonuses, incentives, and awards
Payroll documents such as: payroll deductions; W-2 and W-4; and garnishments, assignments, attachments. (Termination plus 7 years)
Accident reports and claims (settled cases)

Retention Periods for Other Documents & Records

Time cards/sheets – 2 years
Employee personnel records – 6 years after separation
W-4 forms
Employment applications – 3 years
I-9s (after termination) – 1 year
Petty Cash (vouchers) – 3 years
Budget Files – 5 years
Giving Envelopes & Counting Sheets – 5 years (note that recorded contributions are to be kept permanently)
Workers compensation claims, files – 11 years