D- Benefits/ Insurance Retention Guidelines

D-1 Agent / Broker This location contains general and contact information about agents and brokers. The most updated information should be kept here, with outdated information deleted regularly.

D-2 Auto Insurance Indefinitely. Only the most recent year’s declarations page should be maintained.

D-3 Disability / Long Term Care Insurance Indefinitely. Medical Claims that are tax deductible should be transferred to (M-4) Tax - Current Year Tax Deductible Records at the end of each year. All other claims can be disposed of after one year following payment of claim.

D-4 Employee Benefits Generally, Indefinitely, except: Annual benefits statements should be replaced annually. Only the most recent benefit elections and current accrued benefits statement should be maintained. Prior year elections and statements may be disposed of upon receipt of most recent annual statements.

D-5 Health Insurance Indefinitely.

• Medical Claims that are tax deductible should be transferred to (M-4) Tax - Current Year Tax Deductible Records at the end of each year.
• All other claims can be disposed of after one year following payment of claim.

D-6 Homeowners / Renter’s Insurance Indefinitely. Only the most recent year’s declarations page should be maintained.

D-7 Life Insurance Generally, until death. Expired policies can be kept for three years after


D-8 Pension / Retirement Plans Indefinitely

D-9 Government / Social Benefit Programs 

• In USA: Indefinitely, except: During pre-retirement years, a new Benefits Estimate Statement should be requested from the Social Security Administration every three (3) years. This statement verifies accrued credits to Social Security accounts, and can be reconciled with prior year W-2 statements. Any errors in the reconciliation process must be corrected by you within three (3) years from the date of the error.
• Outside the USA: Indefinitely.

As laws concerning government sponsored benefits programs vary greatly in different countries, you should be guided by the laws in the country where you are entitled to receive benefits, on how long related documents should be maintained.