[{"data":1,"prerenderedAt":-1},["ShallowReactive",2],{"doc-seo-304627-105":3,"detail-sidebar-cat-1-en-105":80,"doc-detail-304627-en":126},{"code":4,"msg":5,"data":6},0,"ok",{"site_id":7,"language":8,"slug":9,"title":10,"keywords":11,"description":12,"schema_data":13,"social_meta":73,"head_meta":75,"extra_data":77,"updated_unix":79},105,"en","record-retention-guidelines-for-dealerships","Record Retention Guidelines for Dealerships","","Record retention guidelines for dealerships covering which permanent corporate and other business documents to keep, plus categorized retention periods for corporate documents, construction, employment, environmental, financial, and income tax records. The guide lists retention by time horizon (one, three, four, seven, ten years) and includes special treatment for items tied to car deal jackets and operation records. It also explains tax-record retention rules, notes recommendations vs. company-specific needs, and highlights statutes of limitations considerations for income tax fraud.",{"@graph":14,"@context":72},[15,34,55],{"@type":16,"itemListElement":17},"BreadcrumbList",[18,23,27,31],{"item":19,"name":20,"@type":21,"position":22},"https://docshare.wps.com","Home","ListItem",1,{"item":24,"name":25,"@type":21,"position":26},"https://docshare.wps.com/template/","Template",2,{"item":28,"name":29,"@type":21,"position":30},"https://docshare.wps.com/template/letters/","Letters",3,{"item":32,"name":10,"@type":21,"position":33},"https://docshare.wps.com/template/record-retention-guidelines-for-dealerships/304627/",4,{"url":32,"name":10,"@type":35,"image":36,"author":41,"headline":10,"publisher":44,"fileFormat":47,"inLanguage":8,"description":12,"dateModified":48,"datePublished":49,"encodingFormat":47,"isAccessibleForFree":50,"interactionStatistic":51},"DigitalDocument",{"url":37,"@type":38,"width":39,"height":40},"https://docshare.wps.com/thumbnails/record-retention-guidelines-for-dealerships/304627.png","ImageObject",442,249,{"name":42,"@type":43},"Guten tag","Person",{"url":19,"name":45,"@type":46},"DocShare","Organization","application/pdf","2026-09-25","2026-09-19",true,{"@type":52,"interactionType":53,"userInteractionCount":22},"InteractionCounter",{"@type":54},"ViewAction",{"@type":56,"mainEntity":57},"FAQPage",[58,64,68],{"name":59,"@type":60,"acceptedAnswer":61},"Which corporate documents are considered permanent records?","Question",{"text":62,"@type":63},"Articles of Incorporation, bylaws, corporate stock books, corporate minute books, and partnership/shareholder agreements are listed under permanent records, along with certain S-Corporation items requiring IRS approval and annual domestic corporation filing reports.","Answer",{"name":65,"@type":60,"acceptedAnswer":66},"How long should employment applications and personnel files be retained?",{"text":67,"@type":63},"Employment applications, contracts, and personnel files should be kept for three years beyond the employee’s termination.",{"name":69,"@type":60,"acceptedAnswer":70},"What guidance is provided for tax records retention and company policy?",{"text":71,"@type":63},"The document states these guidelines are recommendations since each company situation is unique, advises establishing a policy that fits the operational environment, and notes that if income tax fraud is an issue, the statute of limitations runs forever, meaning certain financial records should not be purged for those years.","https://schema.org",{"og:url":32,"og:type":74,"og:title":10,"og:site_name":45,"og:description":12},"article",{"robots":76,"canonical":32},"index,follow",{"doc_id":78,"site_id":7},304627,1790338424,{"code":4,"msg":81,"data":82},"success",[83,88,93,98,103,108,113,117,122],{"id":84,"doc_module":22,"doc_module_name":25,"category_name":85,"show_sort_weight":86,"slug":87},11,"Presentations",90,"presentations",{"id":89,"doc_module":22,"doc_module_name":25,"category_name":90,"show_sort_weight":91,"slug":92},12,"Resumes",80,"resumes",{"id":94,"doc_module":22,"doc_module_name":25,"category_name":95,"show_sort_weight":96,"slug":97},14,"Invoices",70,"invoices",{"id":99,"doc_module":22,"doc_module_name":25,"category_name":100,"show_sort_weight":101,"slug":102},15,"Posters",60,"posters",{"id":104,"doc_module":22,"doc_module_name":25,"category_name":105,"show_sort_weight":106,"slug":107},16,"Social Media",50,"social-media",{"id":109,"doc_module":22,"doc_module_name":25,"category_name":110,"show_sort_weight":111,"slug":112},17,"Forms",40,"forms",{"id":114,"doc_module":22,"doc_module_name":25,"category_name":29,"show_sort_weight":115,"slug":116},18,30,"letters",{"id":118,"doc_module":22,"doc_module_name":25,"category_name":119,"show_sort_weight":120,"slug":121},21,"Paper Templates",5,"papers-templates",{"id":123,"doc_module":22,"doc_module_name":25,"category_name":124,"show_sort_weight":4,"slug":125},158,"General","general-158",{"code":4,"msg":81,"data":127},{"doc_id":78,"user_id":128,"nickname":42,"user_avatar":129,"doc_module":22,"category_id":114,"category_name":29,"doc_title":10,"doc_description":12,"doc_content":130,"file_id":131,"file_url":132,"file_type":133,"file_size":134,"view_count":30,"is_deleted":4,"is_public":22,"is_downloadable":22,"audit_status":22,"page_count":30,"language":135,"language_code":8,"site_id":7,"html_lang":8,"table_of_contents":136,"faqs":137,"seo_title":138,"seo_description":12,"update_tm":139,"read_time":22},687212321768,"https://ap-avatar.wpscdn.com/avatar/a0010bdbe886d2fe77?x-image-process=image/resize,m_fixed,w_180,h_180&k=1789897067658708522","RESOURCE COURTESY OF NHADA PARTNER  \nTSS Advisors, LLC  \nRecord Retention Guidelines for Dealerships  \n507 South Street, Bow, NH 03304 | P: 603-224-2369   \nPermanent Records  \nCORPORATE DOCUMENTS  \n• Articles of Incorporation; bylaws  \n• Corporate stock books  \n• Corporate minute books  \n• Partnership & shareholder agreements  \n• S-Corporation election with IRS approval (Form 2553)  \n• Annual Domestic Corporation Filing Report  \nOTHER DOCUMENTS  \n• Construction contracts  \n• Deeds and easements  \n• Employment applications, contracts & personnel files (3 years beyond employee termination)  \n• Environmental site tests results & cleanup reports  \n• Dealer license data  \n• Papers pertaining to litigation  \n• Patents, copyright & trademark registrations  \nFINANCIAL RECORDS  \n• Audit, review & compilation reports  \n• Year-end financial statements  \n• Fixed asset & depreciation schedules  \n• Retirement and pension records  \n• Year-end trial balance  \n• All journals of original entry  \nINCOME TAX MATTERS  \n• Federal tax Form 970-LIFO election  \n• Federal tax Form 3115-application for change in accounting method  \n• Form 8300 filings  \n• LIFO new car & truck factory invoices & reserve calculations  \n• LIFO used vehicle & parts supporting information & reserve calculations  \n• State income/franchise tax returns & examiners’reports  \n• U. S. income tax returns  \nRecord Retention Guideline By Year  \nONE YEAR (BEYOND CURRENT YEAR )  \n• Receiving reports  \nTHREE YEARS (BEYOND CURRENT YEAR)  \n• Service history (from date of last activity)  \n• Fire inspection reports (most recent)  \n• General correspondence  \n• Petty cash vouchers  \nFOUR YEARS (BEYOND CURRENT YEAR )  \n• Mortgages & notes (four years after expiration)  \n• Credit memos  \n• Receipts for cash & other office receipts  \n• Year-end schedules  \n• Internal repair orders (office & hard copy)  \n• Repair orders (hard copy)  \n• Truth in lending, evidence of compliance  \nTEN YEARS (BEYOND CURRENT YEAR)  \n• All vehicle deal jackets  \nSEVEN YEARS (BEYOND CURRENT YEAR)  \n• Salespeople’s commission reports  \n• Account book for travel & entertainment  \nstatements identifying time, place & amount of expenditure  \n• Vendors’ invoices  \n• Property tax bills or receipts  \n• Bank statements & reconciliations  \n• Duplicate deposit slips & canceled checks  \n• Disability & sick benefit records  \n• DMV report of sales books  \n• Payroll tax returns  \n• Personal property tax statements  \n• Purchase orders & requisitions  \n• Repair orders (office copy)  \n• Excise tax return (Luxury, 720, ODC)  \n• Vehicle, parts & sundry invoices  \n• Flagsheets/timecards  \n• General ledger  \n• Insurance claims (after settlement)  \n• Parts sales invoices  \n• Building & equipment leases (seven years after lease expiration  \nRetention for Operation Records  \nBills of lading  \nBuyer’s guide – used care label*  \nCar invoice *  \nCar purchase orders*  \nCredit applications – denied*  \nCredit applications – approved*  \nCustomer files*  \nInsurance policies, expired  \nInternal repair orders*  \nOdometer statements*  \nOSHA records  \nPersonnel files, closed  \nPurchase orders  \nRepair estimates  \nRepair order  \nRetail installment contract, assigned*  \nRetail installment contract, not assigned*  \nSales invoices  \nService contracts/extended warranties*  \nShipping and receiving reports  \nUnderground storage tanks (testing results and DNR correspondence)  \nUniform hazardous waste manifests  \n10 years No requirement*  \n7 years  \n10 years  \n2 years No requirement  \n10 years  \n4 years  \n4 years  \n5 years  \n6 years  \n7 years after termination  \n7 years  \n9 months  \n7 years  \n10 years  \n10 years past expiration  \n6 years  \n10 years past expiration  \n6 years Permanently  \n3 years  \nRecord Retention for Taxes  \n* These items would ordinarily be in the car deal jacket. Each items has its own retention requirements. However, unless you want to strip the file, keep the car deal for 10 years. Even then, contracts which are performed over time, for examp","cbCaiaHyAqRwH65P","https://ap.wps.com/l/cbCaiaHyAqRwH65P","pdf",137285,"English","# Permanent Records\n## Corporate Documents\n## Other Documents\n## Financial Records\n## Income Tax Matters\n# Record Retention Guideline by Year\n## One Year (Beyond Current Year)\n## Three Years (Beyond Current Year)\n## Four Years (Beyond Current Year)\n## Seven Years (Beyond Current Year)\n## Ten Years (Beyond Current Year)\n# Retention for Operation Records\n# Record Retention for Taxes\n# General Notes","[{\"question\":\"Which corporate documents are considered permanent records?\",\"answer\":\"Articles of Incorporation, bylaws, corporate stock books, corporate minute books, and partnership/shareholder agreements are listed under permanent records, along with certain S-Corporation items requiring IRS approval and annual domestic corporation filing reports.\"},{\"question\":\"How long should employment applications and personnel files be retained?\",\"answer\":\"Employment applications, contracts, and personnel files should be kept for three years beyond the employee’s termination.\"},{\"question\":\"What guidance is provided for tax records retention and company policy?\",\"answer\":\"The document states these guidelines are recommendations since each company situation is unique, advises establishing a policy that fits the operational environment, and notes that if income tax fraud is an issue, the statute of limitations runs forever, meaning certain financial records should not be purged for those years.\"}]","Record Retention Guidelines for Dealerships | PDF",1789815511]