The IRS requires you to keep records that support items on your tax return until the statute of limitations runs out. That’s generally three years from when you filed, but the safer rule is seven years. Some records should be kept permanently. Here’s what matters and for how long.

Financial records form the foundation. Keep bank statements, credit card statements, receipts, invoices you’ve issued, and bills you’ve paid. These document your income and expenses. Without them, you can’t prove deductions if audited. Store these for at least seven years. Most small business owners underestimate how often they’ll need to reference an old transaction.

Tax returns and supporting documents should be kept for seven years minimum. This includes your filed returns, W-2s, 1099s, depreciation schedules, and any worksheets your accountant used. If you ever claimed a loss carryforward or have ongoing depreciation, keep those records until seven years after the asset is fully depreciated or the loss is fully used.

Business formation documents are permanent. Your articles of incorporation or organization, operating agreement, EIN confirmation letter, business licenses, and any amendments belong in permanent storage. You’ll need these when opening bank accounts, applying for loans, or eventually selling the business.

Employee and payroll records require at least four years for tax-related documents and longer for certain items. Keep payroll registers, W-4s, I-9s, and records of wages paid. The IRS wants four years, but employment lawsuits can surface later, so seven years is safer. I-9 forms follow their own rules and should be kept for three years after hire or one year after termination, whichever is later.

Contracts and legal agreements stay until seven years after they expire or terminate. Leases, vendor agreements, client contracts, and loan documents all fall here. If there’s ever a dispute, you need the original agreement.

Asset records need to last the life of the asset plus seven years. When you buy equipment, vehicles, or property, keep the purchase documentation. You’ll need it to calculate depreciation and prove your cost basis when you sell or dispose of the asset.

Insurance policies should be kept permanently, even after they expire. Claims can arise years later, and you may need to prove you had coverage at a specific time.

The practical side matters too. Digital storage makes this easier. Scan paper receipts and documents, organize them by year and category, and back them up. Cloud storage or a dedicated external drive works. Paper fades, gets lost, or gets damaged. Digital files are searchable and survive longer if properly backed up.

Full-service bookkeeping helps because your bookkeeper maintains organized records throughout the year instead of scrambling at tax time. When everything is categorized correctly as it happens, you already have the documentation you need.

If you’re behind on organization or unsure what you have, start with this year and work backward as time allows. Getting current records under control is more valuable than perfectly reconstructing five years ago. Phoenix area bookkeeping services can help you build systems that make record keeping automatic instead of something you dread.

The goal isn’t just compliance. Good records help you understand your business, spot problems early, and make better decisions. Keeping them organized is worth the effort.