Client Testimonial

Throughout the entire process, [The File Center] could not have been more service-oriented. Our files are kept in a controlled environment, and our employees no longer have to go out in wet or icy weather to retrieve requested items.

—Carolyn Evans
Comptroller at Biaggi's Ristorante Italiano.

  

The File Center of Illinois Inc.
421 Kays Drive Normal, IL
(309) 888-4700

The File Center will help your business meet compliancy regulations on retention, confidentiality and secure destruction.  Below are common guidelines for record retention.  You can also review the link below for the State of Illinois guidelines including the Freedom of Information Act.

http://www.cyberdriveillinois.com/departments/archives/records_management/electrecs.ht

PERMANENT RECORDS

  • Articles of incorporation
  • Bylaws
  • Capital stock and bond records
  • Contracts and agreements (government construction, partnership, employment, labor, etc.)
  • Legal correspondence
  • Minutes
  • Auditors' reports
  • General ledger
  • Personnel Records
  • Annual Financial statements

40 YEARS

  • Medical and Exposure Records - related to toxic substances

11 YEARS

  • Personnel Accident Report/Injury Claim

7 YEARS

  • Bank debt deduction 
  • Worthless securities

6 YEARS

  • Employee payroll records (W-2, W-4, annual earnings records, etc.) 6*
  • General, cash receipts, cash disbursement, and purchase journals
  • Subsidiary ledgers (accounts receivable, accounts payable, etc.)
  • OSHA Logs
  • Personnel files*

4 YEARS

  • Attendance Records
  • Bank deposit slips, reconciliations, statements
  • Bills of lading
  • Checks - cancelled
  • Contracts - purchase and sales
  • Credit memos
  • Depreciation records
  • Employee expense reports
  • Interim Financial Statements
  • Freight bills
  • Internal reports (Work orders, sales reports, production reports)
  • Inventory lists
  • Invoices - Sales and cash register receipts, merchandise purchases
  • Invoices -- purchases (permanent assets)
  • Payroll journal
  • Petty cash vouchers
  • Time cards and daily time reports

3 YEARS

  • COBRA Records
  • OSHA Training Documentation

2 YEARS

  • Budgets
  • Employee Benefit Plans*
     

1 YEAR

  • I-9 Forms*
     
    * Retention periods begin after termination