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Document Retention & Archiving Policy – Flair Financial Accounting

Document Retention & Archiving Policy1. Purpose2. Scope3. Retention Periods4. Archiving Practices5. Disposal of Records6. Exceptions & Holds7. Client Access8. Contact Us

Document Retention & Archiving Policy

Effective Date: July 22, 2025

Website: https://flairfas.com

Flair Financial Accounting (“FlairFAS,” “we,” “our,” or “us”) maintains and manages documents in accordance with legal, operational, and regulatory requirements. This policy outlines how we store, protect, archive, and dispose of records generated or received in the course of our services.

1. Purpose

This policy ensures that:

  • Client records are preserved for legally mandated durations
  • Archived files remain secure and accessible when needed
  • Documents are disposed of in a secure and compliant manner
  • FlairFAS adheres to all applicable financial, tax, and compliance obligations

2. Scope

This policy applies to all:

  • Client engagement documents
  • Tax filings and audit reports
  • Financial statements, analysis reports, and ledgers
  • Legal agreements, contracts, and regulatory submissions
  • Internal administrative and HR records

Both physical and digital records are covered.

3. Retention Periods

Unless otherwise specified by law or contract:

  • Accounting & Tax Documents: Retained for 7 years
  • Audit & Financial Reports: Retained for 5–7 years
  • Legal Contracts: Retained for the term of the contract + 5 years
  • Donor/NGO Reporting: Retained as per SWC, ADB, or donor policy
  • Internal Emails & Memos: Retained for up to 3 years (unless part of a legal matter)

Retention schedules may vary based on the jurisdiction, donor rules, or engagement terms.

4. Archiving Practices

  • All digital records are stored in secure, encrypted cloud-based archives
  • Archived files are accessible only to authorized personnel
  • Regular backups are maintained with geo-redundancy
  • Paper records (where applicable) are stored in locked, secure locations and logged by engagement ID

5. Disposal of Records

Upon reaching the end of the retention period:

  • Digital records are permanently deleted using secure deletion tools
  • Physical documents are shredded or destroyed by certified methods
  • Clients may request return of originals before destruction, if applicable

Sensitive information is never discarded in unsecured or public channels.

6. Exceptions & Holds

  • If a document is subject to legal proceedings, audits, or investigations, FlairFAS will place a hold to prevent deletion
  • Retention may be extended upon client or regulatory request

7. Client Access

Clients may request copies of retained documents during the retention period, subject to verification and any applicable access fees for archived retrieval.

8. Contact Us

For questions regarding document retention or to request a document:

Flair Financial Accounting

Email: policy@flairfas.com

Website: https://flairfas.com

Frequently asked questions

Document Retention & Archiving Policy

1. How long does FlairFAS keep my accounting records?

Typically for 7 years, unless a different period is required by regulation or contract.

2. Can I access my archived documents?

Yes. You may request a copy during the retention period. Retrieval may take up to 5 business days.

3. How are records securely disposed of?

Digital records are permanently deleted using secure tools, while physical records are professionally shredded.

4. What happens if my records are part of a legal matter?

They will be preserved under a legal hold and not deleted until the matter is resolved.

5. Can FlairFAS return my original documents before destruction?

Yes. You can request a return before the retention period ends. After that, we proceed with secure destruction.