Record-keeping clause: Copy, customize, and use instantly
Introduction
A record-keeping clause specifies how parties to a contract must maintain and manage records related to the agreement. It ensures accountability, facilitates audits, and provides clarity in the event of disputes. This clause is particularly important for contracts involving regulatory compliance, financial transactions, or ongoing obligations.
Below are record-keeping clause templates tailored to various scenarios. Copy the one you need, customize it, and add it to your contract.
Standard record-keeping clause
This clause provides a general requirement to maintain accurate records.
Each party agrees to maintain complete and accurate records related to the performance of its obligations under this agreement for a period of [insert time period] following the termination or expiration of this agreement.
Audit-specific record-keeping clause
This clause allows records to be audited upon request.
Each party agrees to maintain accurate records related to this agreement and provide access to such records upon reasonable written request by the other party or its designated auditor, subject to confidentiality obligations.
Compliance-focused record-keeping clause
This clause emphasizes compliance with laws and regulations.
Each party agrees to retain records related to this agreement in accordance with applicable laws and regulations, including but not limited to [specific regulatory requirements], for a minimum period of [insert time period].
Financial record-keeping clause
This clause focuses on financial records.
The parties agree to maintain detailed financial records related to transactions under this agreement, including invoices, payments, and reimbursements, for a period of [insert time period]. Such records must be available for inspection upon reasonable notice.
Data-specific record-keeping clause
This clause applies to contracts involving data handling.
Each party agrees to maintain records of all data processing activities performed under this agreement, including logs, access records, and processing details, for a period of [insert time period] in compliance with applicable data protection laws.
Shared responsibility record-keeping clause
This clause outlines joint record-keeping obligations.
Both parties agree to jointly maintain accurate and complete records related to the performance of this agreement. Each party will make its records available to the other party upon reasonable request and subject to confidentiality obligations.
Confidential records clause
This clause restricts access to sensitive records.
Each party agrees to maintain records related to this agreement in a secure manner and limit access to authorized personnel only. Confidential records must be handled in accordance with the confidentiality obligations set forth in this agreement.
Destruction of records clause
This clause specifies when records can be destroyed.
Each party agrees to retain records related to this agreement for a minimum period of [insert time period]. After this period, records may be destroyed, provided all applicable legal and regulatory requirements have been met.
Industry-specific record-keeping clause
This clause tailors record-keeping to a specific industry.
Each party agrees to maintain records related to this agreement in accordance with the standards and practices of the [insert industry] industry, including compliance with applicable guidelines issued by [relevant authority or organization].
Ongoing access record-keeping clause
This clause provides for continuous access to records.
Each party agrees to maintain records related to this agreement and grant the other party ongoing access to such records during the term of this agreement and for a period of [insert time period] thereafter, subject to confidentiality obligations.
Record-keeping for dispute resolution clause
This clause ensures records are available for resolving disputes.
Each party agrees to retain all records related to this agreement until all disputes arising under or related to this agreement are fully resolved, including any related legal proceedings.
Retention period clause
This clause emphasizes a specific time frame for record retention.
Each party agrees to maintain all records related to this agreement for a minimum period of [insert time period] from the date of termination or expiration. Records must be securely stored and readily accessible during this period.
Digital records clause
This clause focuses on maintaining records in digital formats.
Each party agrees to retain all records related to this agreement in electronic format, ensuring data integrity and security. Digital records must be backed up regularly and stored for a period of [insert time period].
Environmental compliance record-keeping clause
This clause is tailored for agreements involving environmental standards.
The parties agree to maintain detailed records related to environmental compliance under this agreement, including monitoring reports and permits, for a period of [insert time period]. Such records must be made available for inspection by the other party or relevant regulatory authorities upon request.
Customer data record-keeping clause
This clause addresses contracts involving customer information.
Each party agrees to maintain detailed records of customer data processed under this agreement. Records must comply with applicable data privacy laws and be retained for a period of [insert time period], after which they must be securely deleted unless otherwise required by law.
Vendor compliance record-keeping clause
This clause ensures vendor-related records are maintained.
The parties agree to maintain all records related to vendor compliance under this agreement, including certifications and performance reports, for a minimum period of [insert time period]. Records must be made available for audit upon reasonable notice.
Litigation-focused record-keeping clause
This clause highlights record-keeping for legal disputes.
Each party agrees to retain all records relevant to this agreement until the conclusion of any litigation, arbitration, or other legal proceedings related to the agreement, even if the retention period exceeds the standard record-keeping requirements.
Tax compliance record-keeping clause
This clause ensures records meet tax authority standards.
The parties agree to retain all tax-related records under this agreement, including invoices and payment details, for a period of [insert time period] or as required by applicable tax regulations.
Security-sensitive record-keeping clause
This clause emphasizes secure handling of sensitive records.
Each party agrees to store all records related to this agreement in secure facilities or systems. Access to such records must be restricted to authorized personnel, and any breaches must be reported to the other party immediately.
Independent audit record-keeping clause
This clause allows for independent third-party audits.
Each party agrees to maintain records related to this agreement in sufficient detail to allow for an independent audit. Such audits may be conducted by a mutually agreed-upon third party with prior written notice and at reasonable times.
Research-focused record-keeping clause
This clause is for agreements involving research or development.
The parties agree to maintain all research-related records, including data, methodologies, and reports, for a period of [insert time period]. Records must be accessible for peer review or verification upon request by the other party.
End-of-term record management clause
This clause outlines obligations for record handling after contract termination.
Upon termination of this agreement, each party agrees to transfer, destroy, or securely store all records in accordance with the other party's instructions, subject to applicable legal and regulatory retention requirements.
Quality assurance record-keeping clause
This clause is designed for agreements involving quality standards.
Each party agrees to maintain quality assurance records, including inspection reports and certifications, for a period of [insert time period]. Such records must be made available to the other party upon request for review or audit.
Continuous access clause
This clause provides for uninterrupted access to records during and after the contract term.
Each party agrees to maintain all records related to this agreement and ensure they are continuously accessible to the other party during the term of the agreement and for a period of [insert time period] thereafter. Records must be available upon reasonable request.
Financial record-keeping clause
This clause focuses on maintaining financial documentation.
The parties agree to retain accurate and detailed financial records related to this agreement, including invoices, payment records, and receipts, for a minimum period of [insert time period]. These records must be available for audit or review upon reasonable notice.
Supplier performance clause
This clause tracks vendor or supplier metrics.
Each party agrees to maintain records related to supplier performance under this agreement, including delivery timelines, quality reports, and compliance documents, for a period of [insert time period]. Such records must be made available for performance reviews or audits.
Disaster recovery record-keeping clause
This clause emphasizes preparation for unforeseen events.
The parties agree to securely back up and store critical records related to this agreement in a disaster recovery system. Backups must be updated regularly, and records must remain retrievable for a period of [insert time period] after the term of the agreement.
Compliance audit clause
This clause ensures records meet regulatory requirements.
Each party agrees to maintain all records necessary to demonstrate compliance with applicable laws and regulations. Records must be retained for a minimum of [insert time period] and made available for inspection by regulatory bodies or the other party upon request.
Training and certification clause
This clause tracks employee qualifications or training.
The parties agree to retain records of all training, certifications, and qualifications related to the performance of this agreement. Such records must be maintained for a period of [insert time period] and provided upon request to confirm compliance.
Intellectual property record-keeping clause
This clause ensures records are kept for intellectual property-related activities.
Each party agrees to maintain detailed records of intellectual property created, licensed, or used under this agreement. Such records must be retained for a period of [insert time period] following the termination of the agreement.
Shared records clause
This clause ensures both parties maintain and share records.
The parties agree to jointly maintain records required under this agreement, ensuring that each party has access to copies of all relevant documents. Records must be retained for a period of [insert time period] and made available to either party upon request.
Sustainability-focused record-keeping clause
This clause applies to environmentally sensitive agreements.
Each party agrees to maintain records documenting their compliance with sustainability commitments under this agreement, including waste management, energy use, and resource efficiency. Such records must be retained for [insert time period] and shared for review upon request.
Legal compliance clause
This clause ensures records are maintained for legal oversight.
Each party agrees to maintain all records necessary to comply with applicable legal obligations under this agreement. Such records must be securely stored and accessible for a period of [insert time period] after the agreement’s termination.
Confidential records clause
This clause addresses secure handling of sensitive records.
The parties agree to maintain all confidential records related to this agreement in secure facilities, limiting access to authorized personnel only. Such records must be destroyed or returned upon request at the end of the retention period.
Partnership review clause
This clause ensures records are maintained for partnership evaluations.
Each party agrees to maintain detailed records of all activities under this agreement to facilitate periodic partnership reviews. Such records must be retained for [insert time period] and made available for joint analysis upon request.
Subcontractor records clause
This clause tracks third-party contributions to the agreement.
Each party agrees to maintain records of all subcontractors engaged under this agreement, including their compliance documents and performance evaluations. Such records must be retained for a period of [insert time period] following the subcontractor's completion of their obligations.
Operational efficiency records clause
This clause focuses on tracking operational performance.
Each party agrees to maintain records detailing operational metrics, including key performance indicators and service delivery timelines, for a period of [insert time period]. These records must be accessible for review to ensure compliance with performance standards.
Tax compliance record clause
This clause addresses tax-related documentation.
The parties agree to retain all tax-related records, including invoices, receipts, and statements associated with this agreement, for a period of [insert time period]. Such records must be available for audit or tax compliance verification upon reasonable request.
Health and safety records clause
This clause ensures compliance with safety requirements.
The parties agree to maintain detailed records of all health and safety compliance measures undertaken under this agreement. These records must be retained for a minimum of [insert time period] and provided upon request for compliance verification or audits.
Project-specific record-keeping clause
This clause applies to agreements tied to specific projects.
Each party agrees to maintain all records related to the project governed by this agreement, including timelines, deliverables, and communications. These records must be retained for [insert time period] and made available for post-project review upon request.
Litigation support clause
This clause ensures records are retained for legal proceedings.
The parties agree to retain all records related to this agreement that may be relevant for legal proceedings, including correspondence, agreements, and performance reports, for a period of [insert time period]. Records must be preserved even after contract termination if litigation is anticipated or ongoing.
Technology-specific records clause
This clause ensures records are kept for technology-related activities.
Each party agrees to maintain detailed records of all technology implemented, maintained, or transferred under this agreement, including system logs and maintenance schedules. These records must be securely stored and retained for [insert time period] after the termination of this agreement.
Environmental impact records clause
This clause tracks the environmental impact of activities under the agreement.
The parties agree to maintain records documenting environmental impact assessments, compliance with environmental standards, and waste management procedures for a period of [insert time period]. Such records must be available for environmental audits or reviews upon request.
Historical performance records clause
This clause ensures documentation of past performance.
The parties agree to retain records detailing historical performance under this agreement, including past compliance audits and service evaluations, for a period of [insert time period]. These records must be available for reference in subsequent agreements or negotiations.
Collaboration-specific records clause
This clause focuses on records related to collaborative efforts.
Each party agrees to maintain all records documenting collaborative activities under this agreement, including meeting minutes, joint reports, and shared resources. These records must be retained for [insert time period] and made accessible to both parties upon request.
Termination documentation clause
This clause ensures records are kept upon contract termination.
Upon termination of this agreement, each party agrees to retain all records relevant to the agreement's conclusion, including final reports and termination notices, for a minimum period of [insert time period]. These records must be accessible for dispute resolution or compliance purposes.
Training and compliance audit records clause
This clause focuses on employee training and audits.
The parties agree to maintain records of all training programs and compliance audits conducted under this agreement. These records must be retained for [insert time period] and made available to confirm adherence to agreed standards.
Financial reconciliation records clause
This clause applies to agreements requiring regular financial reconciliations.
Each party agrees to maintain records of financial reconciliations conducted under this agreement, including supporting documentation and calculations. Such records must be retained for [insert time period] and provided upon request for review or audits.
Cross-border compliance records clause
This clause ensures records meet international standards.
The parties agree to retain all records necessary to comply with cross-border regulations, including import/export documentation and compliance certificates. These records must be securely stored and accessible for a minimum of [insert time period].
Ethics and accountability records clause
This clause tracks compliance with ethical standards.
Each party agrees to maintain records demonstrating compliance with ethical standards and codes of conduct outlined in this agreement. These records must be retained for [insert time period] and shared upon request for accountability purposes.
Risk management records clause
This clause ensures documentation for managing risks associated with the agreement.
Each party agrees to maintain comprehensive records of risk assessments, mitigation strategies, and incident reports associated with this agreement. These records must be retained for [insert time period] and made available upon request for compliance or review purposes.
Customer feedback records clause
This clause tracks client interactions and satisfaction.
The parties agree to document all customer feedback, complaints, and satisfaction metrics related to the services provided under this agreement. These records must be maintained for [insert time period] and used to improve service delivery or resolve disputes.
Intellectual property audit records clause
This clause ensures protection and auditability of intellectual property.
Each party agrees to maintain records detailing the creation, transfer, or licensing of intellectual property under this agreement. These records must be securely stored and retained for [insert time period] for audit and compliance purposes.
Data protection compliance records clause
This clause applies to agreements involving sensitive data.
The parties agree to maintain records demonstrating compliance with applicable data protection laws, including data handling practices, consent forms, and incident reports. These records must be securely stored and retained for [insert time period].
Marketing campaign records clause
This clause applies to agreements involving joint marketing efforts.
Each party agrees to retain records of marketing campaigns executed under this agreement, including campaign reports, budgets, and performance metrics. These records must be maintained for [insert time period] and made available for post-campaign analysis.
Warranty records clause
This clause focuses on documenting warranties provided.
The parties agree to maintain records of all warranties provided or claimed under this agreement, including proof of warranty coverage and resolution of claims. These records must be securely stored and retained for [insert time period].
Employee compliance records clause
This clause tracks employee adherence to terms of the agreement.
Each party agrees to document employee compliance with training requirements, certifications, and performance metrics associated with this agreement. These records must be maintained for [insert time period] and provided upon request for verification purposes.
Service-level agreement records clause
This clause applies to agreements with performance guarantees.
Each party agrees to maintain detailed records of service levels achieved under this agreement, including performance logs and resolution times. These records must be retained for [insert time period] for compliance or dispute resolution.
Cross-functional records clause
This clause applies to agreements requiring collaboration between multiple teams.
The parties agree to retain records of cross-functional activities conducted under this agreement, including team contributions, deliverables, and milestones. These records must be securely stored and made accessible for [insert time period].
Subscription agreement records clause
This clause applies to recurring service agreements.
Each party agrees to maintain records of subscription renewals, payments, and service changes under this agreement. These records must be retained for [insert time period] and made available for audit or reconciliation.
Resource allocation records clause
This clause ensures transparency in resource usage.
Each party agrees to maintain records documenting resource allocation, including budgets, material usage, and personnel hours, under this agreement. These records must be retained for [insert time period] and provided upon request.
Partnership compliance records clause
This clause applies to partnerships requiring ongoing monitoring.
The parties agree to retain records demonstrating compliance with partnership obligations, including joint reports, audits, and meeting minutes. These records must be maintained for [insert time period] and shared upon request.
Compliance reporting records clause
This clause ensures adherence to reporting obligations.
Each party agrees to maintain all records required for compliance reporting under this agreement, including regulatory filings and annual compliance summaries. These records must be securely stored and retained for [insert time period].
Non-disclosure agreement records clause
This clause tracks confidentiality compliance.
Each party agrees to retain records documenting adherence to confidentiality requirements under this agreement, including signed acknowledgments and breach reports. These records must be securely stored for [insert time period].
Equipment usage records clause
This clause applies to agreements involving equipment or asset use.
Each party agrees to maintain detailed records of equipment usage, including maintenance logs, operational hours, and condition reports, under this agreement. These records must be retained for [insert time period] and made available for inspection upon request.
Financial transaction records clause
This clause ensures transparency in financial dealings.
The parties agree to document all financial transactions related to this agreement, including invoices, receipts, and payment confirmations. These records must be securely stored and retained for [insert time period] for reconciliation and audit purposes.
Collaboration process records clause
This clause focuses on documenting joint efforts.
Each party agrees to retain records detailing the collaboration processes undertaken under this agreement, including meeting agendas, decisions, and action points. These records must be securely stored for [insert time period] and provided upon request.
Dispute resolution records clause
This clause ensures documentation of conflict handling.
The parties agree to maintain detailed records of any disputes and their resolutions under this agreement, including correspondence and settlement agreements. These records must be retained for [insert time period] for reference in future disputes or audits.
Technology usage records clause
This clause applies to agreements involving software or technology.
Each party agrees to maintain records of technology usage under this agreement, including access logs, licensing details, and usage metrics. These records must be securely stored for [insert time period] and made available for compliance or review purposes.
Training program records clause
This clause applies to agreements involving training obligations.
The parties agree to retain records of training programs provided under this agreement, including attendance, completion rates, and participant feedback. These records must be maintained for [insert time period] and shared upon request.
Safety compliance records clause
This clause focuses on workplace safety documentation.
Each party agrees to maintain records demonstrating compliance with safety regulations under this agreement, including inspection reports, incident logs, and corrective actions. These records must be retained for [insert time period] and provided upon request.
Client communication records clause
This clause ensures transparency in customer interactions.
The parties agree to retain records of all client communications related to this agreement, including emails, meeting minutes, and feedback forms. These records must be securely stored for [insert time period] and used for performance analysis.
Quality assurance records clause
This clause applies to contracts requiring quality monitoring.
Each party agrees to document quality assurance activities under this agreement, including testing results, inspection logs, and corrective actions. These records must be retained for [insert time period] and shared upon request.
Intellectual property usage records clause
This clause ensures proper use of intellectual property.
Each party agrees to maintain records of intellectual property usage under this agreement, including licenses granted, royalty payments, and compliance with use restrictions. These records must be securely stored for [insert time period].
Supplier performance records clause
This clause applies to supplier agreements.
The parties agree to document supplier performance under this agreement, including delivery times, defect rates, and customer satisfaction metrics. These records must be retained for [insert time period] and provided for review upon request.
Environmental compliance records clause
This clause focuses on sustainability and regulatory adherence.
Each party agrees to maintain records demonstrating compliance with environmental regulations under this agreement, including emissions data, waste management logs, and sustainability reports. These records must be securely stored for [insert time period].
Vendor audit records clause
This clause ensures accountability in vendor operations.
The parties agree to retain records of vendor audits conducted under this agreement, including findings, corrective actions, and compliance certificates. These records must be maintained for [insert time period] and shared upon request.
Performance review records clause
This clause focuses on ongoing performance documentation.
Each party agrees to maintain records of performance reviews conducted under this agreement, including evaluation reports, improvement plans, and monitoring data. These records must be securely stored for [insert time period].
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.