Record Retention

Recurring Monthly Invoices

Monthly vendor invoices are filed in the filing cabinet behind the desk in the front administrative office. Any vendor bills for Bates St. are filed in the "Bates" folder. Each vendor has a folder, ex: Anago, Brotherhood Mutual, LeFrenie.

All invoices for utilities that are for the 54 Bates St. property, are filed in the "Bates" folder.

Receipts and non-monthly invoices

Receipts and non-monthly invoices are filed in a larger accordion style folder in the cabinet attached to the file drawer. Inside the accordion folder are folders labeled for each month of the year. Any receipts or non-monthly invoices are filed in the month the expense occurred.

Deposit records

There is a white accordion style folder that houses all offering envelopes in the cabinet attached to the file drawer.

There is another brown accordion style folder in the cabinet attached to the file drawer that houses the following records in respective folders: Cash Logs, Deposit logs, Reimbursement Forms,

Length of Retention and Fiscal Year Reset

Documents should be kept for 7 years, then shred.

All folders should be removed at the end of the fiscal year and placed in a box. That box should remain in the administrative office for ease of access for 1 year. New folders for the current year should be created. Only folders of documents for the current and previous year remain in the administrative office. Folders of documents older than 2 years are stored in the attic in clearly labeled boxes with the shred year on the outside of the box.