How long to keep business records (and what to do before you shred)
Updated October 2026 · listmydata team
Before you shred, keep what the law requires, then look at the rest. Records that show how your business worked may be worth money to AI companies once personal information is removed. Shredding them first means that value is gone for good.
Step 1: Keep what you must
These are common federal minimums. Your state, your industry and your contracts may require more, so check with your accountant or lawyer.
| Record | Keep at least | Source |
|---|---|---|
| Tax returns and supporting records | 3 years. 6 years if income was underreported by more than 25%. 7 years for bad-debt or worthless-securities deductions. Forever if a return was never filed or was fraudulent. | IRS |
| Employment tax records | 4 years after the tax is due or paid, whichever is later | IRS |
| Payroll records | 3 years. Time cards and wage-rate records: 2 years. | US Department of Labor |
| Form I-9 for each employee | 3 years after hire or 1 year after employment ends, whichever is later | USCIS |
| Property and equipment records | Until the deadline passes for the year you sell or dispose of the property | IRS |
| Employee exposure and medical records (OSHA) | 30 years, or employment plus 30 years. If you close, pass them to a successor or notify employees at least 3 months before. | 29 CFR 1910.1020 |
| Trucking: hours-of-service logs | 6 months | FMCSA |
| Trucking: driver qualification files | Employment plus 3 years | 49 CFR 391.51 |
| Trucking: drug and alcohol testing records | 1 to 5 years, depending on the record | 49 CFR 382.401 |
| Refrigerant service and disposal records (EPA) | 3 years | EPA |
| Clinical lab records (CLIA) | 2 years for most, 10 years for pathology reports, even after closing | 42 CFR 493.1105 |
| Anything related to a lawsuit, or one you can see coming | Until it's over | FRCP 37(e) |
Step 2: Sort what's left
Worth a look before you shred:
- Email and chat archives
- Job, project and case files
- Procedures, checklists, templates and training material
- Ledgers and your own books
- QC records, lab notebooks, engineering and maintenance logs
Never sell: HR, payroll and medical files; consumer contact lists; client tax returns without each client's signed consent; health records that aren't properly de-identified. See How to remove personal information.
Step 3: Copy before you destroy
Export digital records and scan paper you want to sell before anything is destroyed. Selling a copy doesn't change how long you must keep the original.
Step 4: Find out what it's worth
List it free (owners always post free), read the wanted ads, or get help selling. See What company data is worth.
Step 5: Then destroy securely
When records are past their retention period and you've decided not to sell them, use a reputable shredding service for paper and wipe or physically destroy old drives. Ask for a certificate of destruction.
Shredding or records-storage company? We'd like to hear from you. Write to help@listmydata.com.
This guide is general information, not legal or tax advice.
next steps
- List your data: owners always post free.
- Read what buyers want in the wanted ads.
- Get help selling from an independent data broker.
- Get an email when something new is posted.
- Ask other owners in the forums.