Receipt Retention and Filing System
Keep what you need and know when to discard.
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Plan a retention and filing system. Business type and records produced: [RECORD_TYPES]. Storage options (paper, cloud, accounting software): [STORAGE]. Location: [JURISDICTION]. Produce a table: Record type | Why kept | Suggested retention (mark [VERIFY with an accountant; legal periods differ and may be longer for some records]) | Format | Where stored | Owner. Include sales invoices, purchase invoices, receipts, bank statements, payroll records, contracts, tax filings, insurance documents, and asset purchase records. Add: a folder tree; naming rules; backup approach (two copies, one off-site); security basics (access control, encrypted storage); an annual archive routine in six steps; and a procedure for secure disposal after the retention period ends, including checking that no dispute or audit is pending. Include a one-page summary for staff. Do not state legal retention periods as fact. Add a worked example of a folder path and file name for a car repair receipt, a decision rule for records that serve more than one purpose (for example a contract that is also a purchase record), and an annual calendar date for archiving.
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