Records retention clause: Copy, customize, and use instantly

Introduction

A records retention clause defines the responsibilities of the parties regarding the retention, storage, and disposal of records, including documents, electronic files, and other materials that are created or received in connection with the agreement. This clause helps ensure that records are retained for the required period and are disposed of securely when no longer needed.

Below are templates for records retention clauses tailored to different scenarios. Copy, customize, and insert them into your agreement.

Records retention clause (general)

This version outlines the general retention and disposal requirements for records.

The Parties agree to retain all records, including documents, emails, and electronic files, related to this Agreement for a minimum period of [X] years after the termination or completion of this Agreement. After this period, the records may be securely disposed of, provided such disposal complies with applicable laws and regulations. Both Parties will ensure that records are stored securely and are accessible for the required retention period.

Records retention clause (with specific retention periods)

This clause specifies different retention periods for various types of records.

The Parties agree to retain the following records for the specified periods:Financial records, including invoices, receipts, and statements, for a minimum of [X] years.Contracts and agreements related to this Agreement for [X] years.Communications, including emails and correspondence, for [X] years. After these periods, the records may be securely destroyed or archived, in compliance with applicable laws.

Records retention clause (with secure storage provisions)

This version ensures secure storage of records.

The Parties agree to store all records related to this Agreement in a secure manner, including physical storage in locked files and digital storage with appropriate encryption and access controls. Both Parties will take all necessary measures to protect records from unauthorized access, alteration, or destruction during the retention period.

Records retention clause (with electronic records specifications)

This clause applies to electronic records.

The Parties agree to retain all electronic records related to this Agreement in a secure electronic format. Both Parties will ensure that records are stored in systems that provide reliable access, integrity, and security. Access to electronic records will be limited to authorized personnel only, and backup copies of records will be maintained as needed.

Records retention clause (with periodic review of records)

This version includes periodic reviews of records.

The Parties agree to periodically review records retained under this Agreement to ensure their relevance and compliance with retention requirements. Both Parties will perform a review at least once every [X] years to determine whether records are still necessary for legal, operational, or business purposes.

Records retention clause (with legal compliance)

This clause ensures compliance with applicable laws and regulations.

The Parties agree to retain records related to this Agreement in compliance with all applicable laws, regulations, and industry standards. Both Parties will retain records for the minimum required periods as dictated by relevant laws and will ensure that records are disposed of in a secure manner once the retention period has expired, in accordance with legal requirements.

Records retention clause (with provision for disposal of records)

This version includes specific provisions for record disposal.

The Parties agree to dispose of records that are no longer required to be retained under this Agreement in a secure manner. This includes shredding physical records and using secure methods for deleting electronic records to ensure they cannot be recovered or accessed after disposal. Both Parties will ensure that records are disposed of in a manner that protects sensitive or confidential information.

Records retention clause (with exceptions for audit or litigation purposes)

This clause includes exceptions for records needed for audits or litigation.

The Parties agree that the retention periods specified in this Agreement may be extended if records are required for audit purposes, pending litigation, or regulatory investigations. Both Parties will retain any records that are relevant to ongoing audits or litigation until the issue is resolved and will then dispose of the records in accordance with the agreed retention policy.

Records retention clause (with transfer of records upon termination)

This version includes provisions for the transfer of records upon termination.

Upon the termination of this Agreement, the Parties agree to transfer all records related to the Agreement to the appropriate Party. Both Parties will cooperate to ensure that the transfer is completed securely and efficiently, and that records are retained for the required periods in accordance with this clause. Any confidential records will be handled and stored in a manner that protects their security and privacy.

Records retention clause (with responsibility for third-party records)

This clause addresses third-party records.

The Parties agree that any records held by third parties in connection with this Agreement will be retained for the required periods specified in this clause. Both Parties will ensure that third parties who handle records on their behalf adhere to the same retention and security standards, and that they cooperate with any record transfer or disposal activities as required by this Agreement.

Records retention clause (with destruction procedure)

This version specifies a destruction procedure for records.

The Parties agree that all records that are no longer required to be retained under this Agreement will be destroyed in a secure and irreversible manner. This includes shredding physical documents, securely deleting electronic records, and ensuring that all backup copies of records are also properly destroyed. Both Parties will maintain a log of destroyed records for accountability purposes.

Records retention clause (with designation of responsible party)

This clause designates a responsible party for record retention.

The Parties agree to designate [name/position] as the responsible party for ensuring compliance with the records retention policy. This individual will be responsible for overseeing the retention, storage, and disposal of records, ensuring that records are retained for the required periods and securely destroyed when no longer needed.

Records retention clause (with transfer of ownership of records)

This version includes a provision for the transfer of ownership of records.

Upon termination of this Agreement, the ownership of all records created or maintained under this Agreement will be transferred to [Party A/Party B]. Both Parties agree to facilitate this transfer of ownership and to ensure that the records are stored in accordance with the retention policy. The receiving Party will be responsible for retaining and disposing of the records as required by this clause.

Records retention clause (with backup of electronic records)

This clause ensures backup of electronic records.

The Parties agree to maintain regular backups of all electronic records created or received in connection with this Agreement. These backups will be securely stored in a separate location to ensure that records can be recovered in the event of a system failure or data loss. Both Parties will ensure that backups are retained for the duration of the required retention period.

Records retention clause (with retention for audit purposes)

This version retains records specifically for audit purposes.

The Parties agree to retain all records relevant to financial, operational, and compliance audits for a period of [X] years after the termination of this Agreement. Both Parties will ensure that such records remain accessible and are protected from unauthorized access during the retention period, and will cooperate with auditors as necessary.

Records retention clause (with retention in the case of disputes)

This clause includes retention for disputes.

In the event of a dispute arising under this Agreement, both Parties agree to retain all records relevant to the dispute for as long as the dispute is ongoing and for a minimum period of [X] years following resolution. The Parties will cooperate in providing any requested records for the purposes of resolving the dispute.

Records retention clause (with secure electronic archiving)

This version addresses secure electronic archiving.

The Parties agree to archive all relevant electronic records in a secure, encrypted system for the required retention period. Both Parties will ensure that archived records are accessible only to authorized personnel and that the archived data is protected against unauthorized access, modification, or deletion.

Records retention clause (with retention for compliance with laws)

This clause ensures retention for legal compliance.

The Parties agree to retain records for the minimum required period specified by applicable laws, regulations, or industry standards. Both Parties will ensure that records related to compliance with regulatory requirements, such as tax laws, labor laws, and environmental regulations, are retained for the specified timeframes.

Records retention clause (with requirement for records management policy)

This version includes a requirement for a formal records management policy.

The Parties agree to develop and implement a formal records management policy that outlines the processes for retaining, storing, and disposing of records related to this Agreement. The policy will include guidelines for secure storage, retention periods, and the proper disposal of records, ensuring compliance with applicable laws and regulations.

Records retention clause (with provision for regulatory inspection)

This clause includes provisions for regulatory inspection of records.

The Parties agree to make all relevant records available for inspection by regulatory authorities, as required by law. Both Parties will retain these records for the required retention period and will cooperate with regulatory bodies by providing access to the records upon request. The Parties will ensure that the records are properly organized and readily accessible for inspection.

Records retention clause (with retention of confidential records)

This version ensures retention of confidential records.

The Parties agree to retain confidential records, including any proprietary or sensitive business information, for a period of [X] years following the termination of this Agreement. These records will be securely stored and only accessible by authorized personnel. After the retention period, confidential records will be securely destroyed unless required to be retained longer for legal or regulatory purposes.

Records retention clause (with retention for operational purposes)

This clause specifies retention for operational purposes.

The Parties agree to retain all operational records, such as project reports, communications, and performance data, for a period of [X] years after the completion of the relevant project or activity. These records will be used for ongoing operational needs, including reporting, analysis, and process improvement, and will be securely stored to ensure availability when needed.

Records retention clause (with destruction upon written request)

This version includes the option for written requests for destruction.

The Parties agree that, upon written request from either Party, any records that are no longer necessary for retention may be destroyed securely. Both Parties will document any such destruction and ensure that the records are removed from all systems and storage locations. The request for destruction must comply with applicable laws and regulations.

Records retention clause (with retention for intellectual property records)

This clause specifies retention for intellectual property records.

The Parties agree to retain all records related to intellectual property, including patents, trademarks, copyrights, and related filings, for a period of [X] years after the expiration or termination of any associated intellectual property rights. These records will be stored securely and made available for reference as needed for intellectual property protection and enforcement purposes.

Records retention clause (with responsibility for third-party record handling)

This version addresses third-party record handling.

The Parties agree that any third-party vendors or service providers responsible for managing records related to this Agreement will comply with the terms of this clause. Both Parties will ensure that third-party vendors maintain secure record retention practices, protect sensitive information, and dispose of records in a secure manner after the required retention period.

Records retention clause (with periodic records review)

This version includes periodic reviews of records.

The Parties agree to review the records retained under this Agreement at regular intervals, at least once every [X] years, to ensure they remain necessary for ongoing business purposes and regulatory compliance. Both Parties will evaluate the relevance of retained records and will dispose of those no longer required, in a secure and compliant manner.

Records retention clause (with destruction certificate requirement)

This clause specifies a destruction certificate.

The Parties agree to provide a destruction certificate upon the disposal of any records retained under this Agreement. Both Parties will document and retain evidence of the destruction of records, including a certificate that confirms that the records have been securely and completely destroyed, in accordance with applicable laws and regulations.

Records retention clause (with provision for electronic signature records)

This version focuses on retaining electronic signature records.

The Parties agree to retain records related to electronic signatures, including signed contracts and approvals, for a period of [X] years after the completion of the relevant transaction or Agreement. Both Parties will ensure that these electronic records are securely stored and that the integrity and authenticity of the electronic signatures are verifiable.

Records retention clause (with compliance with privacy laws)

This clause ensures compliance with privacy laws.

The Parties agree to retain records that contain personal data only for the minimum period required by applicable privacy laws, including but not limited to the GDPR, CCPA, or similar regulations. Both Parties will ensure that records containing personal data are securely stored and, when no longer required, are properly destroyed in a manner that protects individuals' privacy.

Records retention clause (with exception for tax and financial records)

This version retains exceptions for tax and financial records.

The Parties agree to retain all financial and tax-related records, including invoices, tax filings, and related documents, for a minimum of [X] years or for such longer periods as required by applicable tax laws or regulations. These records will be securely stored and accessible for audit purposes and regulatory inspections.

Records retention clause (with archiving provision)

This clause includes an archiving provision.

The Parties agree that records that no longer require active use but must be retained for legal or business purposes may be archived. Both Parties will ensure that archived records are stored securely, are readily accessible when needed, and are protected from unauthorized access or alteration during the retention period.

Records retention clause (with legal hold provision)

This version includes a legal hold provision.

In the event of litigation, investigation, or other legal proceedings involving this Agreement, the Parties agree to place a legal hold on all relevant records. Both Parties will suspend any destruction or disposal of records under legal hold until the matter is resolved and will ensure that the records are properly maintained during the legal process.

Records retention clause (with electronic records retention for auditing)

This clause ensures electronic records are retained for auditing.

The Parties agree to retain electronic records related to auditing and compliance for a minimum of [X] years. Both Parties will ensure that these records, including transaction logs, audit trails, and compliance reports, are stored securely and are available for inspection during audits or regulatory reviews.

Records retention clause (with requirements for confidential information)

This version includes requirements for confidential information.

The Parties agree to retain all confidential information related to this Agreement, including proprietary business data, intellectual property, and trade secrets, for a minimum of [X] years or until such time as the information is no longer deemed confidential by both Parties. Both Parties will ensure that these records are securely stored and protected from unauthorized access, and will destroy them securely once the retention period expires.

Records retention clause (with digital access and backup)

This clause addresses digital access and backup.

The Parties agree to store all digital records related to this Agreement in a secure, backed-up system that allows for easy access and retrieval during the retention period. Both Parties will ensure that backups of these records are regularly updated, encrypted, and protected from unauthorized access or loss.

Records retention clause (with destruction of outdated records)

This version includes provisions for destroying outdated records.

The Parties agree that any records deemed outdated, redundant, or no longer required for operational, legal, or business purposes will be securely destroyed. Both Parties will perform an annual review to identify outdated records and ensure they are disposed of in compliance with this Agreement and applicable regulations.

Records retention clause (with retention of employee records)

This clause ensures retention of employee records.

The Parties agree to retain employee records related to this Agreement, including contracts, compensation, and performance reviews, for a minimum period of [X] years after the employee’s departure from the organization. These records will be stored securely and will be made accessible for any necessary legal or regulatory review.

Records retention clause (with temporary retention for pending matters)

This version includes temporary retention for pending matters.

The Parties agree to retain records related to any unresolved matters, including claims, disputes, or pending investigations, until the matter is resolved. Both Parties will ensure that records relevant to the issue are retained for the necessary period and will not be disposed of until the conclusion of the related matter.

Records retention clause (with disposal methods)

This clause specifies the disposal methods for records.

The Parties agree that all records, including physical and electronic, will be disposed of by methods that ensure the security and privacy of the information. For physical records, destruction methods such as shredding or incineration will be used. For electronic records, secure wiping or degaussing methods will be employed to prevent data recovery.

Records retention clause (with retention of project-related documents)

This version focuses on project-related documents.

The Parties agree to retain all records related to any projects or deliverables under this Agreement for a minimum of [X] years after project completion. These records will include contracts, design documents, deliverable reports, and communications. Both Parties will ensure these records are securely stored and remain accessible for future reference, audits, or compliance checks.

Records retention clause (with retention for regulatory compliance)

This clause specifies retention for regulatory compliance.

The Parties agree to retain all records required to comply with applicable regulatory or legal obligations for a minimum of [X] years after the conclusion of the Agreement. These records will be made available for review by regulatory authorities upon request and will be securely stored throughout the retention period.

Records retention clause (with third-party compliance requirements)

This version addresses third-party compliance with retention requirements.

The Parties agree to ensure that any third-party vendors, contractors, or service providers involved in record-keeping or data management related to this Agreement comply with the same retention and security requirements as specified herein. Both Parties will monitor third-party compliance to ensure that records are maintained securely and in accordance with the retention policy.

Records retention clause (with exceptions for government requirements)

This clause includes exceptions for government requirements.

The Parties agree that records required by government agencies or regulatory bodies will be retained for the time period specified by applicable laws, even if it exceeds the standard retention periods outlined in this Agreement. Both Parties will ensure compliance with these extended retention periods and will securely store any records required for government review or inspection.

Records retention clause (with data recovery capabilities)

This version includes provisions for data recovery.

The Parties agree to ensure that all records related to this Agreement, both physical and electronic, are backed up regularly and stored in a secure location. Both Parties will implement data recovery capabilities to ensure that records can be restored in the event of system failures, data loss, or natural disasters, and that they remain accessible during the retention period.

Records retention clause (with destruction upon termination of the Agreement)

This clause ensures destruction of records upon termination.

Upon termination or expiration of this Agreement, the Parties agree to destroy all records related to the Agreement that are no longer required for retention. Both Parties will ensure that the destruction is carried out in a secure manner and in accordance with applicable laws and regulations to protect sensitive or confidential information.

Records retention clause (with retention for internal audit purposes)

This version focuses on internal audit purposes.

The Parties agree to retain records necessary for internal auditing purposes for a minimum period of [X] years. These records will include financial reports, operational reports, compliance documents, and any other relevant information that may be required for the Party’s internal audit processes. Both Parties will ensure that these records remain accessible and protected from unauthorized access during the retention period.

Records retention clause (with destruction of personal data upon request)

This clause allows for destruction of personal data upon request.

The Parties agree that, upon receiving a written request from an individual whose personal data is retained under this Agreement, the Parties will promptly destroy all records containing that individual’s personal data, provided that the data is no longer necessary for legal, operational, or business purposes. Both Parties will ensure that personal data is destroyed securely in compliance with applicable privacy laws.

Records retention clause (with retention for litigation holds)

This version includes provisions for litigation holds.

The Parties agree that, in the event of pending or anticipated litigation, the Parties will place a litigation hold on all records related to the matter. The Parties will ensure that no records related to the dispute are destroyed or altered until the litigation is concluded, and will retain such records for the duration of the litigation process and beyond as required by applicable law.

Records retention clause (with disposition of obsolete records)

This clause addresses the disposition of obsolete records.

The Parties agree to regularly review their retained records and dispose of those that are deemed obsolete or no longer necessary for the purposes of this Agreement. Both Parties will ensure that obsolete records are securely destroyed, and that they are not retained beyond the required retention period unless required by law or regulation.

Records retention clause (with retention for tax purposes)

This version ensures retention for tax purposes.

The Parties agree to retain all records necessary for tax reporting and compliance, including invoices, tax filings, and financial statements, for a minimum of [X] years after the completion of the fiscal year to which they pertain. These records will be securely stored and readily accessible for tax authorities, auditors, or regulatory bodies upon request.

Records retention clause (with provision for destruction certification)

This clause requires certification of destruction.

The Parties agree that upon the destruction of any records, they will provide a certification of destruction that confirms the secure and irreversible destruction of the records. Both Parties will retain a copy of the certification as part of their records management documentation and ensure that destruction is carried out in accordance with applicable laws and regulations.

Records retention clause (with retention of employee records for HR purposes)

This version specifies retention for HR purposes.

The Parties agree to retain employee records related to this Agreement, including contracts, payroll information, performance reviews, and other HR documents, for a minimum of [X] years following an employee’s termination or resignation. Both Parties will ensure that these records are stored securely, and access is limited to authorized personnel only.

Records retention clause (with transfer of records to a successor organization)

This clause includes provisions for the transfer of records.

In the event of a merger, acquisition, or transfer of assets, the Parties agree to transfer all records related to this Agreement to the successor organization. The successor organization will assume responsibility for retaining and securely storing these records in accordance with this clause. Both Parties will cooperate to ensure the smooth transfer of records and compliance with the retention policy.

Records retention clause (with destruction of expired non-confidential records)

This version ensures destruction of non-confidential expired records.

The Parties agree that non-confidential records, including operational records, reports, and other documents, that have expired and are no longer necessary for business or legal purposes will be securely destroyed at the end of the retention period. Both Parties will ensure that such records are destroyed in a manner that ensures that they cannot be recovered or accessed by unauthorized parties.

Records retention clause (with secure physical storage of records)

This clause ensures physical storage of records.

The Parties agree to store all physical records related to this Agreement in a secure location that prevents unauthorized access, theft, or damage. Both Parties will ensure that physical records are organized, labeled, and protected from environmental hazards, such as fire or water damage, for the duration of the retention period.

Records retention clause (with electronic records backup in the cloud)

This version includes cloud-based backup for electronic records.

The Parties agree to store electronic records related to this Agreement in a secure cloud-based system with regular backups to ensure data availability and integrity. Both Parties will ensure that the cloud storage service provider follows industry best practices for data encryption, access control, and compliance with applicable data protection regulations.

Records retention clause (with destruction for compliance with regulatory authority)

This clause includes destruction upon request from a regulatory authority.

The Parties agree to retain records related to this Agreement for the period required by applicable law. If a regulatory authority requires the destruction of certain records before the retention period expires, the Parties will comply with the authority’s request and will destroy the records in a secure manner, providing a certificate of destruction where necessary.

Records retention clause (with retention of financial documents for audit purposes)

This version retains financial documents for audit purposes.

The Parties agree to retain all financial records, including accounting entries, audit reports, and payment documents, for a minimum period of [X] years to facilitate auditing and compliance with accounting standards. Both Parties will ensure that these records are stored securely and are readily available for auditors or regulatory bodies when requested.

Records retention clause (with review of retention schedule)

This clause includes a review of the retention schedule.

The Parties agree to review the records retention schedule on an annual basis to ensure that it remains aligned with legal, regulatory, and operational requirements. Both Parties will update the schedule as necessary to reflect changes in laws, regulations, or business needs, and will ensure that all records are disposed of in compliance with the updated schedule.

Records retention clause (with third-party records access)

This version provides access to third-party records.

The Parties agree to allow third-party vendors or auditors access to records related to this Agreement when required by law, regulation, or audit procedures. Both Parties will ensure that third-party access to records is provided in a secure manner and is limited to the records necessary for the specific purpose or investigation.

Records retention clause (with retention for contractual obligations)

This clause ensures retention for contractual obligations.

The Parties agree to retain records necessary to fulfill any ongoing contractual obligations under this Agreement for the duration of the term of the Agreement and for [X] years following its expiration or termination. These records will include, but are not limited to, performance reports, payment receipts, and any documents related to the fulfillment of the contractual terms.

Records retention clause (with provision for digital archiving)

This version ensures digital archiving of records.

The Parties agree to archive all digital records related to this Agreement in a secure, searchable digital archive for the required retention period. Both Parties will ensure that the digital archive is regularly backed up, encrypted, and accessible to authorized personnel only, and that the records are retained in compliance with applicable regulations.

Records retention clause (with specific records for regulatory compliance)

This version ensures records are retained for regulatory compliance.

The Parties agree to retain specific records that are necessary for compliance with regulatory requirements, including tax filings, environmental reports, and employee benefits documentation, for a period of [X] years after the conclusion of this Agreement. Both Parties will ensure that these records are accessible for regulatory review and securely stored during the retention period.

Records retention clause (with retention of communications records)

This clause addresses communication records retention.

The Parties agree to retain all records of communication, including emails, letters, and digital messages, related to this Agreement for a period of [X] years. Both Parties will ensure that these communication records are stored securely and are made available for review if required for compliance or audit purposes.

Records retention clause (with retention of system logs)

This version focuses on retention of system logs.

The Parties agree to retain all system logs, including access logs, transaction logs, and security logs, for a period of [X] years. Both Parties will ensure that these logs are securely stored and regularly reviewed to monitor for unauthorized access, ensuring that they remain accessible for audit or compliance purposes.

Records retention clause (with destruction of documents by electronic means)

This clause specifies the electronic destruction of records.

The Parties agree to use electronic means to securely delete records that are no longer needed for retention after the applicable retention period has ended. Both Parties will ensure that any records disposed of are permanently erased from all systems, and any digital copies are rendered unrecoverable.

Records retention clause (with special retention for litigation)

This version specifies retention for litigation purposes.

The Parties agree to retain all relevant records for the duration of any litigation, investigation, or legal proceeding related to this Agreement. These records must be preserved, regardless of the usual retention schedule, until the conclusion of such proceedings. Both Parties will ensure that no records are destroyed or altered during this period unless directed otherwise by the court or legal authorities.

Records retention clause (with business-specific retention needs)

This clause addresses retention specific to business needs.

The Parties agree to retain records related to business operations, including production data, supplier contracts, and customer agreements, for a minimum of [X] years. Both Parties will assess business needs annually and may retain certain records beyond the standard retention period if they remain useful for operational purposes.

Records retention clause (with destruction of obsolete business documents)

This version ensures destruction of obsolete documents.

The Parties agree to regularly review all business documents and to destroy those that are deemed obsolete, redundant, or unnecessary. Both Parties will ensure that obsolete documents are securely destroyed in compliance with this Agreement and applicable data protection laws, ensuring that no sensitive or personal information is exposed during the process.

Records retention clause (with retention for compliance with specific industries)

This clause specifies retention for industry-specific compliance.

The Parties agree to retain records required for compliance with industry-specific regulations, including healthcare, finance, and manufacturing, for the time period mandated by relevant regulatory bodies. Both Parties will ensure that these records are accessible for inspections or audits and that they are securely stored during the retention period.

Records retention clause (with provision for third-party audits)

This version includes third-party audits for records.

The Parties agree to allow third-party auditors access to records retained under this Agreement for compliance verification or audits. Both Parties will cooperate fully with auditors and provide requested records in a timely manner. Access will be limited to necessary records and will be conducted in a secure manner to protect the confidentiality of the information.

Records retention clause (with backup and archiving of physical records)

This clause ensures physical records are backed up and archived.

The Parties agree to maintain secure backup copies of all physical records related to this Agreement, including contracts and legal documents, and to store them in a safe, fireproof location for the duration of the retention period. Both Parties will ensure that these records are archived periodically to prevent damage or loss and to facilitate easy retrieval if needed.

Records retention clause (with retention for tax reporting)

This version addresses retention for tax reporting.

The Parties agree to retain records necessary for tax reporting purposes, including tax returns, supporting documentation, and related financial statements, for a period of [X] years after the filing of the final tax return related to this Agreement. Both Parties will ensure that these records are stored securely and made available to tax authorities upon request.

Records retention clause (with destruction for non-confidential business records)

This clause allows destruction of non-confidential records.

The Parties agree that non-confidential business records, such as internal reports and memos, that are no longer required will be securely destroyed after the required retention period. Both Parties will ensure that these records are disposed of in a manner that ensures confidentiality and prevents unauthorized access.

Records retention clause (with retention for financial reporting obligations)

This version retains records for financial reporting obligations.

The Parties agree to retain financial records, including balance sheets, profit and loss statements, and general ledgers, for a minimum of [X] years to comply with financial reporting obligations. Both Parties will ensure these records are securely stored and readily accessible for auditors or regulatory bodies requiring access.

Records retention clause (with destruction of obsolete email records)

This clause specifies the destruction of obsolete email records.

The Parties agree to retain email records related to this Agreement for a period of [X] years. After this retention period, any email records no longer required will be securely deleted, ensuring that emails containing sensitive or confidential information are removed from all systems in compliance with data protection regulations.

Records retention clause (with retention of correspondence for dispute resolution)

This version retains correspondence for dispute resolution.

The Parties agree to retain all correspondence, including emails and letters, related to this Agreement for a period of [X] years to facilitate dispute resolution or legal proceedings. Both Parties will ensure that these records are securely stored and accessible if required for legal review or conflict resolution.

Records retention clause (with destruction of digital copies)

This clause addresses the destruction of digital copies.

The Parties agree to securely destroy all digital copies of records once the required retention period has ended. Both Parties will ensure that these records are permanently deleted from digital storage devices, including email servers, cloud storage, and backup systems, to prevent unauthorized access or recovery.

Records retention clause (with exception for non-disclosure agreements)

This version includes exceptions for non-disclosure agreements.

The Parties agree to retain non-disclosure agreements (NDAs) and related confidential records for the entire duration of the confidentiality obligations under this Agreement. After the expiration of the confidentiality period, these records will be securely destroyed or archived, depending on the needs of the Parties.

Records retention clause (with specific retention for digital signatures)

This clause includes retention for digital signature records.

The Parties agree to retain all digital signature records related to this Agreement, including signed contracts, approvals, and amendments, for a period of [X] years. Both Parties will ensure that these records are securely stored in compliance with digital signature regulations and are accessible for verification or audit if needed.

Records retention clause (with retention of employee benefit records)

This version ensures the retention of employee benefit records.

The Parties agree to retain all records related to employee benefits, including health insurance, pension plans, and other employee benefits, for a minimum period of [X] years after the employee’s departure or retirement. These records will be securely stored and made available for audits, regulatory review, or claims purposes.

Records retention clause (with retention of contracts and agreements)

This clause retains contracts and agreements.

The Parties agree to retain copies of all contracts and agreements related to this Agreement, including amendments, modifications, and executed documents, for a minimum of [X] years after the termination or expiration of the Agreement. Both Parties will ensure that these records are stored securely and remain accessible for legal or audit purposes.

Records retention clause (with retention for insurance purposes)

This version ensures retention for insurance purposes.

The Parties agree to retain all records related to insurance policies, claims, and coverage for a minimum period of [X] years after the expiration or termination of the insurance policy. These records will be stored securely and will be made available to insurers, regulators, or legal authorities upon request.

Records retention clause (with provision for third-party records destruction)

This clause addresses third-party records destruction.

The Parties agree that, if third parties are involved in record-keeping or data management related to this Agreement, the third parties will comply with the records retention policy specified herein. Upon expiration of the retention period, both Parties will ensure that third-party records are securely destroyed or transferred, and that certificates of destruction are obtained when applicable.

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This article contains general legal information and does not contain legal advice. Cobrief is not a law firm or a substitute for an attorney or law firm. The law is complex and changes often. For legal advice, please ask a lawyer.