The standard rule is seven years for most business financial records. This covers you for IRS audit purposes and California state requirements, with enough buffer to handle most situations that come up.

The IRS generally has three years from your filing date to audit a return. That extends to six years if you underreported income by more than 25 percent, and there’s no limit for fraud. Seven years gives you breathing room beyond the six-year threshold, which is why most accountants recommend it.

Records to keep for seven years include tax returns and all supporting documentation, bank and credit card statements, accounts payable and receivable records, payroll records including time sheets and W-4s, your general ledger and financial statements, canceled checks and payment receipts, 1099s you issued or received, and expense receipts.

Some records you should keep permanently. Business formation documents like articles of incorporation or LLC operating agreements need to stay in your files forever. The same goes for major contracts, records of significant asset purchases like real estate or equipment, and year-end financial statements. If you’re a corporation, keep board meeting minutes permanently as well.

California has specific requirements worth knowing. Payroll records must be kept for at least four years under state law, but following the seven-year rule covers this automatically. Employment records including applications and personnel files should be kept for at least four years after the employee leaves. The California Employment Development Department can audit payroll tax filings going back several years, so having organized records matters.

For records related to assets you still own, keep documentation as long as you own the asset plus seven years after you sell or dispose of it. If you bought equipment three years ago, you need those purchase records until seven years after you eventually sell or scrap it. This matters for calculating depreciation and proving your cost basis when you file taxes.

Storage doesn’t need to be complicated. Digital copies work fine for most records. Scan paper documents and organize them by year in cloud storage with reliable backups. Physical documents you need to keep permanently should go in a fireproof safe or safety deposit box.

When your monthly bookkeeping is organized and transactions are documented properly throughout the year, you’re not scrambling to recreate records later or wondering if you have what you need for an audit. A good small business bookkeeper sets up systems that make record retention automatic rather than something you have to think about.

If you have complex situations like real estate holdings, investor relationships, or a business you might sell someday, ask your accountant about specific retention requirements. The seven-year rule handles most small business needs, but some situations call for keeping records longer.