Storing Reports

Kristi · Post by **Kristi** » Tue Feb 17, 2009 11:24 am

This is not a question about the PowerChurch program; but what to do with all the reports I create with PowerChurch.

I keep permanent reports in binders.
Everthing else, payroll, invoices, offerings are boxed by group.
Everything, my 10 years + 10 prior to me (including records from a daycare they operated for a while), is stored in the attic.
I have not been in the attic until this morning.
My boxes are disintegrating & have insulation in them.

We want to clean it up. "They" want to just throw everything away that is older than 7 years old. I know we have to keep payroll and reports permanently.
What does everyone do with all their paperwork? Where is it stored?
Thank you~Kristi

wellspring · Post by **wellspring** » Tue Feb 17, 2009 1:27 pm

You can also scan documents to replace the paper documents with an electronic version. This can be a time comsuming task so I would do it over a period of time. After the conversion is complete, I would keep a backup in the office and a couple offsite in a safe deposit box. I also use IRS Publication 583 as a guideline for record retention which is available at http://www.irs.gov/pub/irs-pdf/p583.pdf this is a great resource.

NeilZ · Post by **NeilZ** » Tue Feb 17, 2009 7:47 pm

That IRS document referred to is great, it does cover all documents you need to maintain, and the longest time needed is 7 years, even for payroll.

In fact, payroll is only needed for 4 years from when the tax is due or is paid, whichever is longest.

I'd download a copy for yourself, then go through the files to determine what you can get rid of. Based on the list in the pub, you could probably get rid of everything older than 4 years !!

Kristi · Post by **Kristi** » Wed Feb 18, 2009 2:58 pm

Thank you for your help. I'm going to go check the website.
The more I can trash the happier our attic will be.