Document Retention and Destruction Clause Samples
The Document Retention and Destruction clause sets out the rules and procedures for how documents and records related to the agreement must be stored, maintained, and eventually disposed of. It typically specifies the types of documents covered, the minimum retention periods, and the methods for secure destruction once those periods expire. This clause ensures that parties comply with legal and regulatory requirements, protect sensitive information, and avoid unnecessary storage costs or liabilities associated with retaining documents longer than necessary.
Document Retention and Destruction. Participant shall retain with respect to each Customer a paper or electronic copy of the Customer’s signed Application, together with copies of all the tax returns, W-2s, and (to the extent feasible) Customer identifications, for a period of seven (7) years, and, upon request, shall deliver the same to Provider or Bank within 48 hours. Participant shall safeguard Customer information in accordance with the Federal Trade Commission’s Safeguards Rule (16 CFR §314.1, et seq.), IRS Publication 4557 and IRS Publication 4600. Participant shall make sure that any Customer documentation that is not retained is completely shredded before discarding.
Document Retention and Destruction. In the course of our representation of you, we are likely to come into possession of copies or originals of documents or other materials belonging to you or otherwise constituting client records, such as correspondence, pleadings, transcripts, exhibits, physical evidence, and other items reasonably necessary to your representation (collectively, “Client Materials”). Once the particular matter to which those Client Materials relate has been concluded, we will make arrangements either to return the Client Materials to you, retain them in our storage facilities or dispose of them. If you do not request their return, and in the absence of any other specific written arrangements with you or legal requirements to the contrary, you agree that we may dispose of those Client Materials consistent with any reasonable records retention policy that we may have in effect from time to time. It is our policy to destroy or discard files, documents, and records relating to campaign reports, lobby reports, or statements of economic interests seven years after a report or statement is filed or after the statute of limitation expires, whichever comes later. As to all other Client Materials, unless you have sought the return of such Client Materials within two years after the conclusion of the matter to which they relate, we may destroy them and will be relieved of any further responsibility to you with respect to them. If we conclude that it would be inappropriate or impermissible to destroy all or any portion of these Client Materials, you agree that we may return or deliver them to you at your last known address, and we will be relieved of any further responsibility with respect to them. We may retain copies if we choose. You agree to pay the expense of the return (or any other directed delivery) of Client Materials. You also agree to take possession (whether or not you take possession of other Client Materials) of original documents, such as ▇▇▇▇▇, investments, stock certificates, etc., whereupon we will have no further responsibility for them. Our own files pertaining to the matter will not be delivered to you. You agree that our firm files include firm administrative records, time and expense reports, personnel and staffing materials, and credit and accounting records, as well as internal lawyers' work product (such as drafts, notes, internal memoranda, and legal and factual research, including investigative reports and mental impressions, prepared by us or for our intern...
Document Retention and Destruction. PROVIDER will preserve all contracting information, as defined under Texas Government Code, Section 552.003 (7), related to the Agreement for the duration of the Agreement and for seven years after the conclusion of the Agreement. In the course of PROVIDER's provision of services and/or representation of A&M System, PROVIDER is likely to come into possession of copies or originals of documents or other materials belonging to A&M System or others ( collectively, "materials"). PROVIDER shall retain all such documents or materials for seven (7) years after termination or expiration of this Agreement. Alternatively, PROVIDER may return all such documents and materials to A&M System. If A&M System does not request delivery of the materials before the end of the seven-year period, PROVIDER will have no further obligation to retain the materials and may, at its sole discretion, destroy the materials without further notice to A&M System.
Document Retention and Destruction. In the course of PROVIDER’s provision of services and/or representation of TAMUS, PROVIDER is likely to come into possession of copies or originals of documents or other materials belonging to TAMUS or others (collectively, “materials”). PROVIDER may assume that TAMUS has retained copies of all materials unless TAMUS makes specific arrangements with PROVIDER in writing. As a result, PROVIDER is not responsible for keeping all materials in its files and may dispose of the files after making a good faith effort to contact TAMUS to allow TAMUS to take and keep the materials in them.