Document Management Policy

Document Management Policy

Document

Retention Period        

Accounts payable ledgers and schedules 10 years
Accounts receivable ledgers and schedules 10 years
Audit reports of accountants Permanently
Bank Statements 10 years
Capital Stock and bond records: ledgers, transfer payments, stubs showing issues, record of interest coupon, options etc. Permanently
Cash books 10 years
Cheques (cancelled, with exception below) 10 years
Cheques (cancelled, for important payments; i.e., taxes, purchase of property, special contracts, etc. [Checks should be filled with the papers pertaining to the underlying transaction]) Permanently
Contracts and leases (expired) 10 years
Contracts and leases still in effect Permanently
Correspondence, general 4 years
Correspondence ( legal and important matters) Permanently
Depreciation schedules 10 years
Donation records of endowment funds and of significant restricted funds Permanently
Donation records, other (including any cover letter that accompanies the contribution.) 10 years
Duplicate deposit slips 10 years
Employee personnel records (after termination) 7 years
Employment applications 3 years
Expense analysis and expense distribution schedules (including allowance and reimbursement of employees, officers, etc,. for travel and other expenses) 10 years
Financial statements ( end-of-year) Permanently
General ledgers and end of year statements Permanently
Insurance policies (expired) Permanently
Insurance records, current accident reports, claims, policies, etc. Permanently
Internal reports, miscellaneous 3 years
Inventories of products, materials, supplies 10 years
Invoices to customers 10 years
Invoices from Vendors 10 years
Journals 10 years
Minute books of Board of Directors, including Bylaws and Articles of Incorporation Permanently
Payroll records and summaries, including payments to pensioners 10 years
Purchase orders 3 years
Sales records 10 years
Scrap and salvage records 10 years
Subsidiary ledgers 10 years
Tax returns and worksheets, revenue agents’ reports, and other documents relating to determination of tax liability Permanently
Time sheets and cards 10 years
Voucher register and schedules 10 years
Volunteer records 3 years

Warning: All permitted document destruction shall be halted if KNIGHTSEDGE is being investigated by governmental law enforcement agency, and routine destruction shall not be resumed without written approval of legal counsel or the Chief Executive Officer

 

To be the Energy Service Company of first choice in Africa.
We shall operate a commercial organization with innovative business solutions that will enhance our primary interest. Our operations shall be technology-driven and managed by well trained and motivated professionals who will continually strive to meet the expectations of our Stakeholders.