Accounting Electronic Records Management Process Your Company Name Here. Confidential. Revision # ___. Date: _____ By: _______________ 1 1. Full Access Rights = title or name of those individuals with full access to the document 2. Name of File = the name given to the electronic document represented in brackets [ ] 3. Storage Location = the location where the document is stored upon creation 4. Backup Cycle = the frequency at which electronic files are backed-up, onsite and/or offsite 5. Retention Period = the length of time the document is stored before archiving or destroying 6.Archive Location = the frequency at which the document is removed from the network or hard-drive and stored offsite or remotely (cloud solution) OR the location of the document once it has surpassed its retention period 7. Purge Cycle = the time period that must lapse from the moment of creation to permanently remove the document Delete & Uninstall. Delete all drafts of an Electronic record once an official, finished copy is produced. All other electronic records (including s) that surpass the retention date will be deleted only by the I.T. Department. Deleting software and web-based applications requires uninstalling the program from the computer or network and will also be handled by the I.T. Department. Trash. Discard software packaging as well as other types of CDs and DVDs after receiving approval from the I.T. Department. Record the associated registration key and password information before shredding. Recycle. Recycle software, CDs, and DVDs upon the approval of the I.T. Department. “Clean” dated computers, printers, fax machines, copiers, telephones and other media equipment before sending to an electronic recycling facility. Shred. Shred CDs and DVDs that contain confidential data f the decision is made to not clean and recycle them. Glossary Instructions for Using this Document: 1. Headers are included. 2. Type in each white box with the appropriate information for your company. 3. The goal is to create a consistent naming, filing and purging system for your company’s important accounting & financial records. 4. ALWAYS defer to the IRS’ guidelines for recordkeeping as well as the CPA, Accountant or Tax Advisor that your firm works with. 5. Printing – this is formatted for 11 x 17 paper. When getting ready to print, resize to accommodate letter or legal-sized paper. Remove this circle and insert company logo here.

Accounting Electronic Records Management Process end Scanned Receipts Online Orders Online Bill Pay Confirmations Collection Letters Your Company Name Here. Confidential. Revision # ___. Date: _____ By: _______________ PURGE CYCLE FULL ACCESS RIGHTS NAME OF DOCUMENT STORAGE LOCATION BACKUP CYCLE RETENTION PERIOD ARCHIVE LOCATION Type person(s) name(s) here. Type the frequency at which the record is backed up. Type general name of document here. Type place where archived records are stored here. Type network, cloud or hard- drive location of record here. Type length of time to keep record before archiving here. Type length of time to keep archived record before purging here. Type person(s) name(s) here. Type the frequency at which the record is backed up. Type general name of document here. Type place where archived records are stored here. Type network, cloud or hard- drive location of record here. Type length of time to keep record before archiving here. Type length of time to keep archived record before purging here. Type person(s) name(s) here. Type the frequency at which the record is backed up. Type general name of document here. Type place where archived records are stored here. Type network, cloud or hard- drive location of record here. Type length of time to keep record before archiving here. Type length of time to keep archived record before purging here. Type person(s) name(s) here. Type the frequency at which the record is backed up. Type general name of document here. Type place where archived records are stored here. Type network, cloud or hard- drive location of record here. Type length of time to keep record before archiving here. Type length of time to keep archived record before purging here. 2 s tart

Accounting Electronic Records Management Process end Financial Statements Bank Statements Credit Card Statements Merchant Account Statements Your Company Name Here. Confidential. Revision # ___. Date: _____ By: _______________ PURGE CYCLE FULL ACCESS RIGHTS NAME OF DOCUMENT STORAGE LOCATION BACKUP CYCLE RETENTION PERIOD ARCHIVE LOCATION Type person(s) name(s) here. Type the frequency at which the record is backed up. Type general name of document here. Type place where archived records are stored here. Type network, cloud or hard- drive location of record here. Type length of time to keep record before archiving here. Type length of time to keep archived record before purging here. Type person(s) name(s) here. Type the frequency at which the record is backed up. Type general name of document here. Type place where archived records are stored here. Type network, cloud or hard- drive location of record here. Type length of time to keep record before archiving here. Type length of time to keep archived record before purging here. Type person(s) name(s) here. Type the frequency at which the record is backed up. Type general name of document here. Type place where archived records are stored here. Type network, cloud or hard- drive location of record here. Type length of time to keep record before archiving here. Type length of time to keep archived record before purging here. Type person(s) name(s) here. Type the frequency at which the record is backed up. Type general name of document here. Type place where archived records are stored here. Type network, cloud or hard- drive location of record here. Type length of time to keep record before archiving here. Type length of time to keep archived record before purging here. 3 s tart

Accounting Electronic Records Management Process end Loans / Notes Payable Statements Budgets & Forecasts Financial Reports Correspon- dence Your Company Name Here. Confidential. Revision # ___. Date: _____ By: _______________ PURGE CYCLE FULL ACCESS RIGHTS NAME OF DOCUMENT STORAGE LOCATION BACKUP CYCLE RETENTION PERIOD ARCHIVE LOCATION Type person(s) name(s) here. Type the frequency at which the record is backed up. Type general name of document here. Type place where archived records are stored here. Type network, cloud or hard- drive location of record here. Type length of time to keep record before archiving here. Type length of time to keep archived record before purging here. Type person(s) name(s) here. Type the frequency at which the record is backed up. Type general name of document here. Type place where archived records are stored here. Type network, cloud or hard- drive location of record here. Type length of time to keep record before archiving here. Type length of time to keep archived record before purging here. Type person(s) name(s) here. Type the frequency at which the record is backed up. Type general name of document here. Type place where archived records are stored here. Type network, cloud or hard- drive location of record here. Type length of time to keep record before archiving here. Type length of time to keep archived record before purging here. Type person(s) name(s) here. Type the frequency at which the record is backed up. Type general name of document here. Type place where archived records are stored here. Type network, cloud or hard- drive location of record here. Type length of time to keep record before archiving here. Type length of time to keep archived record before purging here. 4 s tart

Accounting Electronic Records Management Process end Software & Web Applications w/Login Info Articles & Blogposts Federal & State Tax Returns Your Company Name Here. Confidential. Revision # ___. Date: _____ By: _______________ PURGE CYCLE FULL ACCESS RIGHTS NAME OF DOCUMENT STORAGE LOCATION BACKUP CYCLE RETENTION PERIOD ARCHIVE LOCATION Type person(s) name(s) here. Type the frequency at which the record is backed up. Type general name of document here. Type place where archived records are stored here. Type network, cloud or hard- drive location of record here. Type length of time to keep record before archiving here. Type length of time to keep archived record before purging here. Type person(s) name(s) here. Type the frequency at which the record is backed up. Type general name of document here. Type place where archived records are stored here. Type network, cloud or hard- drive location of record here. Type length of time to keep record before archiving here. Type length of time to keep archived record before purging here. Type person(s) name(s) here. Type the frequency at which the record is backed up. Type general name of document here. Type place where archived records are stored here. Type network, cloud or hard- drive location of record here. Type length of time to keep record before archiving here. Type length of time to keep archived record before purging here. 5 s tart