Document Retention
NPMA follows the document retention procedures outlined below. Documents that are not listed, but are substantially similar to those listed in the schedule, will be retained for the appropriate length of time. This includes electronic documents.
Corporate Records
Annual Reports to Secretary of State/Attorney General
Permanent
Articles of Incorporation
Permanent
Board Meeting and Board Committee Minutes
Permanent
Board Policies/Resolutions
Permanent
Bylaws
Permanent
Construction Documents
Permanent
Fixed Asset Records
Permanent
IRS Application for Tax-Exempt Status (Form 1023)
Permanent
IRS Determination Letter
Permanent
State Sales Tax Exemption Letter
Permanent
Contracts (after expiration)
7 Years
Correspondence (general)
3 Years
Accounting and Corporate Tax Records
Annual Audits and Financial Statements
Permanent
Depreciation Schedules
Permanent
IRS Form 990 Tax Returns
Permanent
General Ledgers
[7 years/Permanent]
Business Expense Records
7 Years
IRS Forms 1099
7 Years
Journal Entries
7 Years
Invoices
7 Years
Sales Records (box office, concessions, gift shop)
5 Years
Petty Cash Vouchers
3 Years
Cash Receipts
3 Years
Credit Card Receipts
3 Years
Bank Records
Check Registers
[7 years/Permanent]
Bank Deposit Slips
7 Years
Bank Statements and Reconciliation
7 Years
Electronic Fund Transfer Documents
7 Years
Payroll and Employment Tax Records
Payroll Registers
Permanent
State Unemployment Tax Records
Permanent
Earnings Records
7 years
Garnishment Records
7 years
Payroll Tax Returns
7 years
W-2 Statements
7 years
Employee Records
Employment and Termination Agreements
Permanent
Retirement and Pension Plan Documents
Permanent
Records Relating to Promotion, Demotion, or Discharge
7 years after termination
Accident Reports and Worker’s Compensation Records
