Record Storage
Document Destruction and Record Retention Under One Roof – Now That’s Security!
Northcoast is the #1 name in Document Management. Whether it is retention or destruction, your documents never leave our secure facility. We can develop total record management procedures customized to your business. Feel secure in the knowledge that your files are being handled in a safe and reliable environment.
By storing and shredding with Northcoast, you will be eligible for discounts that other companies can’t or won’t offer.
At Northcoast Record Center, we offer:
- Record Storage
- Temperature Controlled Vaulting
- Document Shredding
- Bar Code Inventory
- Private Viewing Room
- Totally Secured Environment
- Pick-Up and Drop-Off Service
- Same Day, Rush and After Hours Services
- Individual File Retrieval
- Northcoast Record Center Web Server
Record Storage Program
Customers are provided with barcodes and inventory/transmittal sheets designed for easy retrieval of records. You may barcode the boxes, or a member of Northcoast’s team can do it for you. Northcoast will pick up your boxes for storage at your facility, and they are immediately entered in our Total Recall software and placed on the shelves in our secure facility.
When a file or box is needed from storage, simply call with the appropriate barcode or place your order online and a Northcoast employee will place them in our private viewing room or bring them to your facility. Northcoast also offers online management of your records through our Northcoast Record Center Web Server. This is an online service that allows customers to access storage inventory over the Internet with any standard web browser and can be used simultaneously by an unlimited number of authorized users. With this tool, customers are able to access their current inventory, place orders for pick-up or delivery, track an order status, print reports, etc.
When the shelf life of a box expires, we will contact you with permission to shred your documents. That way, you will not be paying for an expired box to sit on a shelf.
Records Retention Schedule
Please note retention periods are for general reference only. Please consult with your accountant or attorney before permanently destroying any record. Northcoast Inc. Recycling Specialists is not liable for any damages.
Record |
Suggested Retention Period |
| Accident Reports & Claims (Settled) | 7 Years |
| Accounts Payable Ledgers | 7 Years |
| Accounts Receivable Ledgers | 7 Years |
| Audit Reports of Accountants | Permanently |
| Bank Reconciliations | 7 Years |
| Bank Statements | 7 Years |
| Bank Deposit Slips | 3 Years |
| Budgets | 3 Years |
| Capital Stock & Bond Records | Permanently |
| Cash Books | Permanently |
| Charts of Accounts | Permanently |
| Check (Cancelled, Routine) | 7 Years |
| Check (Cancelled, Important) | Permanently |
| Computer Records, Backup of all Business Records | Permanently |
| Contracts | Permanently |
| Corporate Records | Permanently |
| Correspondence (General) | 5 Years |
| Correspondence (Legal & Tax) | Permanently |
| Deeds, Mortgages, Bill of Sales | Permanently |
| Depreciation Schedules | Permanently |
| Employee Personnel Records (Terminated) | 7 Years |
| Employment Applications (Not Hired) | 3 Years |
| Financial Statements | Permanently |
| General & Private Ledgers | Permanently |
| Insurance Policies (Expired) | 3 Years |
| Insurance Reports, Claims & Policies | Permanently |
| Inventories | 7 Years |
| Invoices | 7 Years |
| Journals | Permanently |
| Licenses | Permanently |
| Minute Books of Directors & Stockholders, Including Bylaws & Charters | Permanently |
| Monthly Trial Balances | Permanently |
| Payroll Journals | 7 Years |
| Payroll Records & Summaries | 7 Years |
| Petty Cash Vouchers | 7 Years |
| Plant Cost Ledgers | Permanently |
| Property Appraisals by Outside Appraisers | Permanently |
| Property Records (Costs, Depreciation Schedules, Blueprints, Plans) | Permanently |
| Property Titles & Mortgages | Permanently |
| Purchase Orders | 7 Years |
| Requisitions | 7 Years |
| Sales Journals | 7 Years |
| Sales Records | 7 Years |
| Stock & Bond Records | Permanently |
| Subsidiary Ledgers | Permanently |
| Tax Returns & Worksheets, Revenue Agents’ Reports & Other Documents | Permanently |
| Timebooks/Timecards | 7 Years |
| Trademark Registrations | Permanently |
| Uncollectible Accounts & Write Offs | 7 Years |
| W-2 Forms | Permanently |