A- Active Files Retention Guidelines

A-1 Bills to Pay Place bills not yet paid in this location, and after paid, move these into Location (E-1) Bills Paid. See E-1 for more details.

A-2 Coupons and rebates should be acted on as soon as possible. Check this location often, and dispose of coupons, or rebates whose expiry dates has occurred.

A-3 Budget Plan: Keep the Monthly or Paycheck Budget plan until the next paycheck or monthly plan is completed.

A-4 Incoming Mail, E-Mail, and Faxes

A-5 Receipts For Cash Receipts:

    For products, until end of warranty period, if any.

     For services, until services have been completed to satisfaction or until end of term of written agreement.


For Credit Card Receipts:
     These receipts represent the store receipts that you receive upon purchase. These receipts should be saved until the monthly statement is received; Then, the receipts can be reconciled against the statement. Statements are contained in (F-2) Credit Cards.

    All receipts that can be reconciled against a statement (for example, credit cards), can be disposed of immediately. If proof of purchase is needed in the future, the statement can be used as evidence of purchase. If the statement is lost or otherwise destroyed, the credit card issuer can reproduce evidence of purchase.

     Receipts that cannot be reconciled against a statement should be saved until they can be reconciled; Then, follow the instructions above.

A-6 TO: Call or Write After the call has been made or the reply document has been drafted, move the designated document into the appropriate File location.

A-7 TO: Copy or Scan After the designated document has been copied or scanned, you can either dispose of the original, or file it in the appropriate File location.

A-8 TO: Read After the document has been read, you can either dispose it, or file it in the appropriate File location.

A-9 TO: Save & File  File in the appropriate File location.

A-10 TO: Send (Mail, E-Mail, Fax) File in the appropriate File location, or dispose

A-11 TO: Wait for Reply/ Hold for Later Once a reply is received, you can either dispose it, or file it in the appropriate File location.