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Run: Client Records Retention and Destruction Log

Track each client record from creation through retention, legal hold, and certified destruction in one audit-ready log. Use it to document what can be destro...

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Submission Details

Submitted by (required)

Name and role of the person completing this log entry.

Submission date (required)

Date this log entry is created.

Department

Department or team responsible for the record.

Record Identification

Record ID (required)

Internal identifier for the client record or file.

Record type (required)

Select the format that best describes the record.

Record description (required)

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 (required)

Date the record was created or received.

Retention period (years) (required)

Number of years the record must be retained.

Retention basis (required)

Basis for the retention period or hold decision.

Hold status (required)

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 (required)

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.

Yes No N/A

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