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HomeMy WebLinkAboutR-8122 Authorizing Retention Schedules For Certain Financial And Personnel RecordsRESOLUTION NO. 8122 (1993 SERIES) A RESOLUTION OF THE COUNCIL OF THE CITY OF SAN LUIS OBISPO AUTHORIZING RETENTION SCHEDULES FOR CERTAIN FINANCIAL AND PERSONNEL RECORDS WHEREAS, the keeping of certain financial and personnel records is not necessary after a certain period of time for the effective and efficient operation of the Finance and Personnel Departments; and WHEREAS, Section 34090, et seq., of the Government Code of the State of California provides a procedure whereby any city record which has served its purpose and is no longer required maybe destroyed as long as the destruction of said records will not interfere with the services and functions of the City. NOW, THEREFORE, the Council of the City of San Luis Obispo finds and resolves as follows: SECTION 1. The Records Retention Policy attached hereto (Exhibit A) is hereby adopted. In accordance with the provisions of said policy, the record retention schedule shall be implemented on an ongoing basis without further action by the Council. SECTION 2. The provisions of Section 1 above do not authorize the destruction of: a. Records affecting the title to real property or liens thereon b. Court records C. Records required to be kept by statute d. Records less than two (2) years old e. Minutes, ordinances, or resolutions of the City Council of the City of San Luis Obispo or of any City Board, Committee or Commission. SECTION 3. Notwithstanding the provisions of Section 2, duplicates of original records may be destroyed if they are no longer required. SECTION 4. The term "records" as used herein shall include all publications, documents, instruments, books, papers, and electronic media. R-8122 Upon motion of Council Member Settle , seconded by Council Member Roalman , and on the following roll call vote: AYES: Council Members Settle, Roalman, and Mayor Pinard NOES: Council Member Romero ABSENT: Council Member Rappa the foregoing resolution was adopted this 16th day of February 1993. Mayor PdgI Pinard ATTEST: Cityy/Clerk, iane Gladwell By• Kim Con on, Assistant City Clerk Director of Finance Personnei Director RECORDS RETENTION POLICY This records retention policy was adopted by the Council on February 16, 1993 and becomes effective immediately. The policy sets forth guidelines and procedures pertaining to the retention, purge, and destruction of City records maintained by the Finance and Personnel Departments. Additionally, this policy includes records retention schedules and the state and federal codes and statues pertaining to fiscal and personnel records retention. RECORDS RETENTION Records retention requirements have been identified for the Finance and Personnel Departments. Record series (groups of logically related documents) are titled for simplified records identification. Each record series has been evaluated based upon its administrative, operational, fiscal, legal and historical value to determine the appropriate retention period. This evaluation has resulted in the adopted records retention schedule. For each record series the schedule identifies the following. - Record Description. Identifies the type of record to be retained.. ■ Office of Record. Indicates the Department which holds the official copy of the record series. ■ Disposition of Record. Tracks the record from office area to inactive area or to microfilming. ■ Legal Authority. Identifies relevant state and federal codes and statutes. ■ Retention Period. Establishes the period of time which the documents must be retained. The retention period is indicated by alphanumeric retention codes. The retention codes are used to indicate when the retention period begins and the length of time the record must be maintained. The retention code has two components: The alpha code represents when the retention period begins Au After audit T Termination of employment or term of document P Permanent CD Closing date of recruitment The numeric code represents the length of time in years that records must be kept after the retention period begins For example, a retention code of Au+3 means that a record's retention period begins after completion of the audit and must be kept for three years thereafter. RECORDSPURGE Most finance and personnel records are filed chronologically by year, which facilitates records purge for destruction. At least annually, each Department is responsible for reviewing all records listed on their schedule. All records which have reached the end of their retention period are to be destroyed. In the case of State grants, care should be exercised to ensure that records are maintained based on the retention period following the completion of the granting agency's audit rather than the City's. This is not a concern for Federal grants as they are included in the City's Single Audit Act reports, which are prepared concurrently with the City's general purpose financial statements. APPROVALS All original records to be destroyed must be listed and approved by the responsible Department Head, and approved by the City Attorney prior to their destruction. RECORDS DESTRUCTION The City has identified that recycling the paper produced from the destruction of these records is the most appropriate method of disposal. Accordingly, although the specific method used for destruction shall be at the discretion of the Department Head, it shall reflect a method of destruction that recycles any paper products and avoids the use of sanitary landfill sites. The approved listing of the destroyed documents shall be filed in the Office of the City Clerk. RECORDS RETENTION SCHEDULE — FINANCE RETENTION/DISPOSITION Office Inactive Micro- Total Legal Record Series Area Area Film Retention Authority Accounts Payable Bank Statements Purchase Order File Accounts Payable supporting documentation (voucher, invoice, purchase order) Open Payables Report Encumbrance Report Warrant Register Annual Vendor Detail 1099 Tax Information & Returns Accounts Receivable Invoices Cash Receipts Journal Entries Revenue Backup Business Tax Customer F-ides Business Tax Subsidiary Ledgers Assessment Pay-offs Bicycle License Transient Occupancy Tax Refunds Credit Bureau Assignments n 1 yr 3 yrs Au+3 Gov. Sec. 34090 1 yr 3 yrs Au+3 1 yr 3 yrs Au+3 " 90 days 5 yrs Au+5 " 90 days 5 yrs Au+5 " 90 days - 5 yrs Au+5 " 90 days 5 yrs Au+5 " 1 yr 10 yrs Au+10 41 CFR 50-201.501 1 yr 3 yrs Au+3 Gov. Sec. 34090 1 yr 3 yrs Au+3 of 1 yr 3 yrs Au+3 to 1 yr 3 yrs Au+3 it 1 yr 3 yrs T+3 " 1 yr 3 yrs Au+3 " 1 yr 3 yrs Au+3 1 yr 3 yrs Au+3 " 1 yr 3 yrs Au+3 " 1 yr 3 yrs Au+3 " 1 yr 3 yrs Au+3 " RECORDS RETENTION SCHEDULE — FINANCE RETENTION/DISPOSITION Office Inactive Micro- Total Legal Record Series Area Area Film Retention Authority Payroll Time Sheets 1 yr 3 yrs Payroll Changes 1 yr 3 yrs Employee Master File 90 days Labor & Fringe Distribution 90 days Sick Leave 90 days Other Leave 90 days Paycode Register 90 days Payroll Deduction Register 90 days Payroll Check Register 90 days YTD Earnings 90 days QTD Earnings 90 days Taxable Wages 90 days State Income Tax Returns 1 yr 10 yrs Federal Income Tax Returns 1 yr 10 yrs Year-end Payroll Tape 1 yr 10 yrs Utility Billing Payment Stubs & Tapes Meter Reads Service Requests Utility Billing Register Refunds Credit Bureau Assignments Purge Tapes Grants State Grants Federal Grants 10 yrs 10 yrs 10 yrs 10 yrs 10 yrs 10 yrs 10 yrs 10 yrs 10 yrs 10 yrs Au+3 Au+3 Au+10 Au+10 Au+10 Au+10 Au+10 Au+10 Au+10 Au+10 Au+10 Au+10 Au+10 Au+10 Au+10 1 yr 3 yrs Au+3 1 yr 3 yrs Au+3 1 yr 3 yrs Au+3 1 yr 3 yrs Au+3 1 yr 3 yrs Au+3 I yr 3 yrs Au+3 1 yr 3 yrs Au+3 1 yr 3 yrs 1 yr 3 yrs * Audit in this case refers to the final federal/State audit. 41 CFR 50-201.501 It Gov. Sec. 34090 Au+3* 41 CFR 29-70.203-2 Au+3* to RECORDS RETENTION SCHEDULE — FINANCE RETENTION/DISPOSITION Office Inactive Micro- Total Legal Record Series Area Area Film Retention Authority Financial Reports Audited Financial Statements 10 yrs P P Gov. Sec. 34090 Expenditure/Encumbrance 90 days 5 yrs Au+5 " Project Expenditure Reports 90 days 5 yrs Au+5 Asset, Equity, Liability Reports 90 days 5 yrs Au+5 " Revenue Ledgers 90 days 5 yrs Au+5 " State Controller Reports 5 yrs 5 yrs Au+10 " Fixed Asset Subsidiary Ledger 1 yr 3 yrs Au+3 " Surplus Property List 1 yr 3 yrs Au+3 " Other Financial Reports 1 yr 3 yrs Au+3 " Bonds Payable and Other T+3 yrs T+3 " Long -Term Indebtedness Miscellaneous Cancelled Checks (microfilm i yr 5 yrs Au+5 " from bank) General Correspondence 1 yr 3 yrs Au+3 " Other Records Destroyed on a case -by -case basis as determined by the Director of Finance consistent with the retention period established under this policy for similar documents. Duplicate Records Destroyed whenever they are no longer required. RECORDS RETENTION SCHEDULE — PERSONNEL Record Series Office Area RETENTION/DISPOSITION Inactive Micro- Total Area Film Retention Legal Authority Employee Files T+1 yr T+4 yrs T+5 45 CFR 1068.6 APPA Workers Compensation T+1 yr T+4 yrs T+30 29 CFR 1910.20 Risk Management Claims against City 1 yr 5 yrs Au+5 Gov. Sec. 34090 Insurance/Benefits 1 yr 3 yrs Au+3 29 CFR 1627.3(b)(2) Applications CD+i yr CD+4 yrs CD+5 29 CFR 30.8 Employee Discipline T+1 yr T+2 yrs T+3 Gov. Sec. 34090 Tuition Reimbursement 1 yr 3 yrs Au+3 " Labor Negotiations T+1 yr T+2 yrs T+3 it Discrimination Complaint T+1 yr T+4 yrs T+5 29 USC 255 (a) General Correspondence 1 yr 3 yrs Au+3 Gov. Sec. 34090 Other.Records Destroyed on a case -by -case basis as determined by the Personnel Director consistent with the retention period established under this policy for similar documents. Duplicate Records Destroyed whenever they are no longer required. STATE OF CALIFORNIA CODES Government Section 34090 Allows a city department head to destroy any city records under his or her charge after the record is no longer required and without making a copy, with the approval of the legislative body and written consent of the city attorney; provided certain records are not destroyed: ■ Records to title or lien on real property ■ Court records ■ Records required to be kept by statute ■ Records less than two years old ■ Minutes, ordinances, and resolutions. Government Section 34090.5 Notwithstanding the provisions of Section 34090, the city officer having custody of public records, documents, instruments, books, and papers, may without the approval of the legislative body or the written consent of the city attorney, cause to be destroyed any or all of such records, documents, instruments, books, and papers, if all the following conditions are complied with: ■ The record, paper, or document is photographed, microphotographed, reproduced by electronically recorded video images on magnetic surfaces, recorded in the electronic data-processing system, recorded on optical disk, reproduced on film or any other medium which does not permit additions, deletions, or changes to the original document, or reproduced on film, optical disk, or any other medium in compliance with the minimum standards or guidelines, -or both, as recommended by the American National Standards Institute or the Association for Information and Image Management for recording of permanent records or nonpermanentrecords, whichever applies. ■ The device used to reproducesuch record, paper, or document on film, optical disk, or any other medium is one which accurately and legibly reproduces the original thereof in all details and which does not permit additions, deletions, or changes to the original document images. ■ The photographs, microphotographs, or other reproductions on film, optical disk, or any other medium are made as accessible for public reference as the original records were. ® A true copy of archival quality of the film, optical disk, or any other medium reproductions shall be kept in a safe and separate place for security purposes. However, no page of any record, paper, or document shall be destroyed if any page cannot be reproduced on film with full legibility. Every such unreproducible page shall be permanently preserved in a manner that will afford easy reference. For the purposes of this section, every reproduction shall be deemed to be an original record and a transcript, exemplification, or certified copy of any reproduction shall.be deemed to be a transcript, exemplification, or certified copy, as the case may be, of the original. Government Section 34090.7 Notwithstanding the provisions of Section 34090, the legislative body of a city may prescribe a procedure under which duplicates of city records less than two years old may be destroyed if they are no longer required. For purposes of this section, video recording mediums, such as videotapes and films, shall be considered duplicate records if the city keeps another record, such as written minutes or an audio tape recording, of the event which is recorded in the video medium. However, a video recording medium shall not be destroyed or erased pursuant to this section for a period of at least 90 days after occurrence of the event recorded thereon. Government Section 14741 As used in this chapter "record" or "records" means all papers, maps, exhibits, magnetic or paper tapes, photographic films and prints, punched cards, and other documents produced, received, owned or used by an agency, regardless of physical form or characteristics. Library and museum materials made or acquired and preserved solely for reference or exhibition purposes, and stocks of publications and of processed documents are not included within the definition of the term "record" or "records" as used in this chapter. 1 r � FEDERAL CODES Citation: 29 USC 255 (a) 255. Statue of limitations. Any action commenced on or after May 14, 1947, to enforce any cause of action for unpaid minimum wages, unpaid overtime compensation, or liquidated damages, under the Fair Labor Standards Act of 1938, as amended [29 U.S.C., 201 et seg.], the Walsh -Healey Act [41 U.S.C. 35 et seg.], or the Bacon -Davis Act [40 U.S.C. 276a et seq.] - (a) If the cause of action accrues on or after May 14, 1947 - may be commenced within two years after the cause of action accrued, and every such action shall be forever barred unless commenced within two years after the cause of action accrued, except that a cause of action arising out of a willful violation may be commenced within three years after the cause of action accrued. Citation: 29 CFR 30.8 30.8 Records. (a) Obligations of sponsors. Each sponsor shall keep adequate records including a summary of the qualifications of each applicant, the basis for evaluation and for selection or rejection of each applicant, the records pertaining to interviews of applicants, the original application for each applicant, information relative to the operation of the apprenticeship program, including but not limited to job assignment, promotion, demotion, layoff, or termination, rates of pay, or other forms of compensation or conditions of work, hours including hours of work and, separately, hours of training provided and any other records pertinent to a determination of compliance with these regulations, as may be required by the Department. The records pertaining to individual applicants, selected or rejected, shall be maintained in such manner as to permit identification of minority and female (minority and nonminority) participants. (b) Affirmative action plan. Each sponsor must retain a statement of its affirmative action plan required by 30.4 for the prompt achievement of full and equal opportunity in apprenticeship, including all data and analyses made pursuant to the requirements of 30.4. Sponsors shall review their affirmative action plans annually and update them where necessary, including the goals and timetables. (c) Qualification standards. Each sponsor must maintain evidence that its qualification standards have been validated in accordance with the requirements set forth in 30.5(b). (e) Maintenance of records. The records required by this part and any other information relevant to compliance with these regulations shall be maintained for five years and made available upon request to the Department or other authorized representative. Citation: 20 CFR 655202(b) (7) 655.202 Contents of job offers. (b) Except when higher benefits, wages or working conditions are required by the provisions of paragraph (a) of this section, the Administrator has determined that, in order to protect similarly employed U.S. workers from adverse effect with respect to wages and working conditions, every job offer for U. S. workers must always include the following minimal benefit, wage and working condition provisions:. (7) (i) The employer will keep accurate and adequate records with respect to the workers' earnings, including field tally records, supporting summary payroll records, and records showing: The nature and amount of the work performed; the number of hours of work offered each day by the employer (broken out by hours offered both in accordance with, and over and above, the guarantee); the hours actually worked. each day by the worker; the time the worker began and ended each workday; the rate of pay; the worker's earnings per pay period; and the amount of and reasons for any and all deductions made from the worker's wages; (ii) If the number of hours worked by the worker is less than the number offered in accordance with the guarantee, the records will state the reason or reasons therefor; (iii) The records, including field tally records and supporting summary payroll records, will be made available for inspection and copying by representatives of the Secretary of Labor, and by the worker and the worker's representatives; and (iv) The employer will retain the records for not less than three years after the completion of the contract; Citation: 29 CFR 16273(b) (2) 16273 Records to be kept by employers. (a) Every employer shall make and keep for 3 years.payroll or other records for each of his employees which contain: (1) Name; (2) Address; (3) Date of birth; (4) Occupation; (5) Rate of pay, and (6) Compensation earned each week, (b)(1) Every employer who, in the regular course of his business, makes, obtains, or uses, any personnel or employment records related to the following, shall except as provided in paragraphs (b)(3) and (4) of this section, keep them for a period of 1 year from the date of the personnel action to which any records relate; (i) Job applications, resumes, or any other form of employment inquiry whenever submitted to the employer in response to his advertisement or other notice of existing or anticipated job openings, including records pertaining to the failure or refusal to hire any individual, (ii) Promotion, demotion, transfer, selection for training, layoff, recall, or discharge of any employee, (iii) Job orders submitted by the employer to an employment agency or labor organization for recruitment of personnel for job openings, (iv) Test papers completed.by applicants or candidates for any position which disclose the result of any employer administered aptitude or other employment test considered by the employer in connection with any personnel action, (v) The results of any physical examination where such examination is considered by the employer in connection with any personnel action, (vi) Any advertisements or notices to the public or to employees relating to job openings, promotions, training programs, or opportunities for overtime work. 7 � n (2) Every employer shall keep on file any employee benefit plans such as pension and insurance plans, as well as copies of any seniority systems and merit systems which are in writing, for the full period the plan or system is in effect, and for at least 1 year after its termination. If the plan or system is not in writing, a memorandum fully outlining the terms of such plan or system and the manner in which it has been communicated to the affected employees, together with notations relating to any changes or revisions thereto, shall be kept on file for a like period. (3) In the case of application forms and other preemployment records of applicants for positions which are, and are known by applicants to be, of a temporary nature, every record required to be kept under paragraph (b)(1) of this section shall be kept for a period of 90 days from the date of the personnel action to which the record relates. (4) When an enforcement action is commenced under section 7 of the Act regarding a particular applicant or employee, the Commission or its authorized representative may require the employer to retain any record required to be kept under paragraph (b)(1), (2)1 or (3) of this section which is relative to such action until the final disposition thereof. Citation: 29 CFR 1904.2 1904.2 Log and summary of occupational injuries and illnesses. (a) Each employer shall, except as provided in paragraph (b) of this section, (1) maintain in each establishment a log and summary of all recordable occupational injuries and illnesses for that establishment; and (2) enter each recordable injury and illness on the log and summary as early as practicable but no later than six working days after receiving information that a recordable injury or illness has occurred. For this purpose form OSHA NO.200 or an equivalent which is as readable and comprehensible to a person not familiar with it shall be used. The log and summary shall be completed in the detail provided in the form and instructions on form OSHA No. 200. (b) Any employer may maintain the log of occupational injuries and illnesses at a place other than the establishment or by means of data-processing equipment, or both, under the following circumstances; (1) There is available at the place where the log is maintained sufficient information to complete the log to a date within six working days after receiving information that a recordable case has occurred, as required by paragraph (a) of this section. (2) At each of the employer's establishments, there is available a copy of the log which reflects separately the injury and illness experience of that establishment complete and current to a date within 45 calendar days. r Citation: 29 CFR 1904.4 In addition to the log of occupational injuries and illnesses provided for under 1904.2, each employer shall have available for inspection at each establishment within six working days after receiving information that a recordable case has occurred, a supplementary record for each occupational injury or illness for that establishment. The record shall be completed in the detail prescribed in the instructions accompanying Occupational Safety and Health Administration Form OSHA No. 101. Workmen's compensation, insurance, or other reports are acceptable alternative records if they contain the information required by Form OSHA No. 101. If no acceptable alternative record is maintained for other purposes, Form OSHA No. 101 shall be used or the necessary information shall be otherwise maintained. . Citation: 29 CFR 1904-6 1904.6 Retention of records. Records provided for in 1904.2, 1904.4, and 19045 (including form OSHA No. 200 and its predecessor forms OSHA No. 100 and OSHA No. 102) shall be retained in each establishment for five years following the end of the year to which they relate. Citation: 29 CFR 1910.20 1910.20 Access to employee exposure and medical records. (a) Purpose. The purpose of this section is to provide employees and their designated representatives a right of. access to relevant exposure and medical records; and to provide representatives of the Assistant Secretary a right of access to these records in order to fulfill responsibilities under the Occupational Safety and Health Act. Access by employees, their representatives, and the Assistant Secretary is necessary to yield both direct and indirect improvements in the detection, treatment, and prevention of occupational disease. Each employer is responsible for assuring compliance with this section, but the activities involved in complying with the access to medical records provisions can be carried out, on behalf of the employer, by the physician or other health care personnel in charge of employee medical records. Except as expressly provided, nothing in this section is intended to affect existing legal and ethical obligations concerning the maintenance and confidentiality of employee medical information, the duty to disclose information to a patient/employee or any other aspect of the medical -care relationship, or affect existing legal obligations concerning the protection of trade secret information. , (b) Score and application. (1) This section applies to each general industry maritime, and construction employer who makes, maintains, contracts for, or has access to employee exposure or medical records, or analyses thereof, pertaining to employees exposed to toxic substances or harmful physical agents. (2) This section applies to all employee exposure and medical records, and analyses thereof, of employees exposed to toxic substances or harmful physical agents, whether or not the records are related to specific occupational safety and health standards. (3) This section applies to all employees exposure and medical records, and analyses thereof, made or maintained in any manner, including on an in-house or contractual (e.g., fee -for -service) basis. Each employer shall assure that the preservation and access requirements of this section are complied with regardless of the manner in which records are made or maintained. (c) Preservation of records. (1) Unless a specific occupational safety and health standard provides a different period of time, each employer shall assure the preservation and retention of records as follows: (i) Employee medical records. Each employee medical record shall be preserved and maintained for at least the duration of employment plus thirty (30) years, except that health insurance claims records maintained separately from the employer's medical program and its records need not be retained for any specified period; (ii) Employee exposure records. Each employee exposure record shall be preserved and maintained for at least thirty (30) years. Citation: 41 CFR 29-70.203-2 29-70.203-2 Record retention policy. The recipient shall retain all records pertinent to a grant or agreement, including financial and statistical records and supporting documents, for a period of three years, subject to the qualifications set forth in 29-70.203-3. 29-70-203-3 Retention Periods. (a) The retention period will begin on the date of submission by the recipient of the annual or final expenditure report, whichever applies to the particular grant or agreement, except that the recipient shall retain records for nonexpendable property acquired with financial assistance awarded by a DOL Agency for a period of three years after final disposition of the property.. (b) If, prior to the expiration of the three-year retention period, any litigation or audit is begun or a claim is instituted involving the grant or agreement covered by the records, the recipient shall retain the records beyond the three-year period until the litigation audit findings, or claim has been finally resolved. (c) When records subject to retention requirements are transferred to or maintained by the DOI , the three-year retention period shall not apply. The recipient need not retain duplicates of records transferred to or maintained by the DOL Citation: 4.1 CFR 50-201.501 50-201.510 Records of employment. Every contractor subject to the provisions of the act and this part shall maintain the following records of employment which shall be available for the inspection and transcription of authorized representatives of the Secretary of Labor. (a) Name, address, sex, and occupation of each employee covered by the contract stipulations; (b) Date of birth of each employee under 19 years of age; and if the employer has obtained a certificate of age as provided in 50-201.105, there shall also be recorded the title and address of the office issuing such certificate, the number of the certificate, if any, the date of its issuance, and the name, address and date of birth of the minor, as the same appears on the certificate of age; (c) Wage -and -hour records for each such employee including the rate of wages and the amount paid each pay period, the hours worked each day and each week, and the period during which each such employee was engaged on a Government contract with the number of such contract. Compliance with this paragraph shall be deemed complete if wage -and - hour records for all employees in the plant are maintained during the period between the award of any Government contract and the date of delivery of the materials, supplies, articles, or equipment: Provided, that where no separate records for employees engaged on Governmental contracts are maintained, it shall be presumed until affirmative proof is present to the contrary that all employees in the plant, from the date of award of any such contract until the date of delivery of the materials, supplies, articles or equipment, were engaged on such Government contract: (d) The records required by paragraph (a), (b), and (c) of this section shall be kept on file for at least 3 years from their last date of entry; (e) Basic employment and earnings records: All basic time and earning cards or sheets of the employer on which are entered the daily starting and stopping time of individual employees or of separate work forces, or the individual employee's daily, weekly, or pay period amounts of work accomplished (for example, units produced) when those amounts determine in whole or in part the pay period earnings or wages of those employees; (f) Wage rate tables: All tables or schedules of the employer which provide the piece rates or other rates used in computing straight -time earnings, wages or salary, or overtime excess compensation: (g) Work time schedules: All schedules or tables of the employer which establish the hours and days of employment of individual employees or of separate work forces; (h) The records required by paragraphs (e), (f), and (g) of this section shall be kept on file at least two years from their last date of entry or their last effective date whichever is later. Citation: 45 CFR 1068.E-APP A Appendix A - Procedures for obtaining Employer Identification Number and Depositing and Reporting Withheld Federal Income and Social Security Taxes Records to be kept. Every employer subject to the employment taxes described in this attachment is required to keep all records pertinent to these taxes available for inspection by officers of the Internal Revenue Service if the need should arise. Such records should be kept for period of at least four years after the date the related tax becomes due, or the date the tax is paid, whichever is later.