Preservation of records: Overview, definition, and example
What is preservation of records?
Preservation of records refers to the requirement that businesses or individuals must keep certain documents, files, or data for a specific period. This ensures that important records—such as financial statements, contracts, employee records, or transaction histories—remain available for audits, legal compliance, or dispute resolution.
For example, a company may be required to keep tax records for at least seven years to comply with government regulations.
Why is preservation of records important?
Preserving records is essential for legal and business purposes. Without proper record-keeping, businesses may struggle to prove compliance, defend against legal claims, or track financial obligations.
For businesses, a preservation of records clause in a contract can:
- Ensure compliance with tax, regulatory, and industry-specific requirements.
- Protect against legal disputes by maintaining clear documentation.
- Provide accountability and transparency in financial and business operations.
If a contract does not specify how long records must be kept, parties may face uncertainty or legal risks if key documents are missing when needed.
Understanding preservation of records through an example
Imagine a construction company completes a project and finalizes its contract with a client. The contract includes a preservation of records clause requiring the company to keep invoices, permits, and project reports for five years in case of future disputes or warranty claims. If an issue arises two years later, the company can refer to these records to resolve the matter.
In another example, a healthcare provider enters into an agreement with a billing service. The contract states that patient billing records must be preserved for at least ten years, as required by healthcare regulations. This ensures compliance with industry laws and protects against liability.
An example of a preservation of records clause
Here’s how a preservation of records clause might look in a contract:
"Each Party agrees to maintain and preserve all records, documents, and correspondence related to this Agreement for a period of no less than [X] years from the date of termination, in compliance with applicable laws and regulations."
Conclusion
Preserving records helps businesses comply with legal requirements, protect against disputes, and ensure accountability. A well-drafted preservation of records clause ensures that essential documents are retained for an appropriate period, reducing risks and maintaining transparency in business operations.
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.