Mary Walsh, CPA & Associates

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STORING TAX RECORDS: How long is long enough?


April 15 has come and gone and another year of tax forms and shoe boxes full of receipts is behind us. But what should be done with those documents after your check or refund request is in the mail?


Federal law requires you to maintain copies of your tax returns and supporting documents for three years. This is called the "three-year law" and leads many people to believe they're safe provided they retain their documents for this period of time.  However MONTANA LAW requires that you retain your tax information for six years.  Be safe - Save it for seven!


However, if the IRS believes you have significantly under reported your income (by 25 percent or more), or believes there may be indication of fraud, it may go back six years in an audit. To be safe, use the following guidelines. 

BUSINESS DOCUMENTS:

 
Business Documents To Keep For One Year
  • Correspondence with Customers and Vendors
  • Duplicate Deposit Slips
  • Purchase Orders (other than Purchasing Department copy)
  • Receiving Sheets
  • Requisitions
  • Stenographer's Notebooks
  • Stockroom Withdrawal Forms


Business Documents To Keep For Three Years


Business Documents To Keep For Six Years


Business Documents To Keep For Seven Years


Business Records To Keep Forever

While federal guidelines do not require you to keep tax records "forever," in many cases there will be other reasons you'll want to retain these documents indefinitely.


PERSONAL DOCUMENTS:

Personal Documents To Keep For One Year
  • While it's important to keep year-end mutual fund and IRA contribution statements forever, you don't have to save monthly and quarterly statements once the year-end statement has arrived.


Personal Documents To Keep For Three Years


Personal Documents To Keep For Six Years


Personal Records To Keep Forever


 Special Circumstances
  • Car Records (keep until the car is sold)
  • Credit Card Receipts (keep until verified on your statement)
  • Insurance Policies (keep for the life of the policy)
  • Mortgages / Deeds / Leases (keep 6 years beyond the agreement)
  • Property Records / Improvement Receipts (keep forever or six years after property sold)
  • Pay Stubs (keep until reconciled with your W-2)
  • Property Records / improvement receipts (keep until property sold)
  • Sales Receipts (keep for life of the warranty)
  • Stock and Bond Records (keep for 6 years beyond selling)
  • Warranties and Instructions (keep for the life of the product)
  • Other Bills (keep until payment is verified on the next bill)
  • Depreciation Schedules and Other Capital Asset Records (keep for 3 years after the tax life of the asset)
Mary Walsh, CPA & Associates
2035 Grand Avenue
Phone:  (406) 782-1955
Fax: (406) 782-8552
Butte, Montana 59701