Client Records Retention and Destruction Log

Tracks client record creation dates, retention periods, legal hold status, and certified destruction details for paper and electronic records.

Submission Details

• Submitted by
  Name and role of the person completing this log entry.
• Submission date
  Date this log entry is created.
• Department
  Department or team responsible for the record.

Record Identification

• Record ID
  Internal identifier for the client record or file.
• Record type
  Select the format that best describes the record.
• Record description
  Brief description of the record contents. Do not include unnecessary PII.
• Client reference
  Optional client code or case reference. Avoid entering full names unless required by policy.

Retention Schedule and Hold Status

• Record creation date
  Date the record was created or received.
• Retention period (years)
  Number of years the record must be retained.
• Retention basis
  Basis for the retention period or hold decision.
• Hold status
  Indicate whether destruction is currently restricted.
• Hold details
  Describe the hold reason, issuing authority, and any release date if known.
• Destruction eligible date
  Date the record becomes eligible for destruction based on the retention schedule.

Destruction Review and Authorization

• Destruction requested
  Select yes only if the record is ready for destruction review.
• Destruction authorized by
  Name and title of the approver authorizing destruction.
• Authorization date
  Date destruction was approved.
• Destruction method
  Select the certified destruction method used.
• Destruction vendor or internal team
  Name of the vendor or internal team that performed the destruction.

Certified Destruction Record

• Destruction date
  Date the record was actually destroyed.
• Certificate or reference number
  Certificate number, work order, or destruction reference.
• Witness or verifier
  Name of the person who verified destruction, if applicable.
• Certification statement
  Required acknowledgment for audit trail purposes.