🗄️ Legal
Records Retention Schedule
Proposed retention periods for records across LBS's websites, applications, and services.
This schedule is a proposed operational baseline. Legal holds, contracts, sponsor requirements, tax rules, insurance requirements, and litigation may require longer retention.
General Rules
- Collect only information reasonably necessary.
- Keep active records only as long as needed.
- Apply legal holds before deletion.
- Restrict access based on role.
- Securely destroy paper and electronic records.
- Document deletion and exceptions.
- Do not represent a recommended period as legally required without authority.
Proposed Schedule
| Record | Proposed Period | Basis / Notes |
|---|---|---|
| Corporate formation and ownership records | Permanent | Core governance |
| Material contracts and SOWs | 7 years after expiration | Claims, tax, audit; adjust by contract |
| Tax returns and supporting records | 7 years | Confirm with CPA |
| General invoices and transaction records | 7 years | Accounting and disputes |
| Payment tokens and full card data | Do not store directly | Processor controlled |
| Marketing consent and suppression records | Duration of marketing plus 5 years | Evidence of consent/opt-out |
| Privacy requests and responses | 3 years | Compliance evidence |
| Security incidents | 7 years after closure | Risk, insurance, legal |
| Customer support tickets | 3 years after closure | Operational and dispute needs |
| Website contact inquiries | 2 years after last contact | Delete earlier if unnecessary |
| LBSconnect client project files | Contract term plus 7 years | Contract may require different period |
| Unsuccessful consulting prospects | 2 years | Unless consent or legal need |
| Digital-product order records | 7 years | Accounting/license enforcement |
| Course account activity | Account term plus 2 years | Consider user deletion request |
| MyEasyPass account profile | Account term plus 2 years | |
| MyEasyPass practice answers and scores | Account term plus 1 year | Allow earlier deletion |
| MyEasyPass transaction records | 7 years | Accounting |
| Work-A-Beez Customer Data | Subscription plus 30–90 day export window | |
| Work-A-Beez production backups | Rolling 30–90 days | |
| Work-A-Beez security and authentication logs | 1 year | Longer for investigations |
| Work-A-Beez audit logs | Customer term plus 3 years or customer configuration | Employment claims may require more |
| Work-A-Beez timecards and schedules | Customer-controlled; recommend at least 3 years for payroll records and 2 years for wage-computation records | Employer remains responsible |
| Work-A-Beez payroll reports | Customer-controlled; recommend at least 3 years | Employer remains responsible |
| Work-A-Beez messages and announcements | Customer configuration; default 3 years | Consider employment disputes |
| Traditional notary record book | Longer of commission term or 3 years after notarization; best practice may be longer | Maintain under notary control |
| Online-notary audio/video recording, if offered | At least 5 years | Separate legal requirements |
| Testing appointment records held by LBS | 3 years | Sponsor may require different period |
| Sponsor-controlled exam records | Sponsor policy | LBS should not duplicate unnecessarily |
| LBS-controlled surveillance | 30–90 days absent incident | |
| Incident-related testing video | Until sponsor matter and limitation period close | Restrict access |
| ID copies | Do not retain unless required | Inspection preferred |
| Passport-photo working files | Delete within 24 hours | |
| Standard print/scan/fax working files | Delete within 24 hours | |
| Resume and design working files | 30 days after delivery | Unless ongoing project |
| Unclaimed documents | 30 days, then secure destruction | Expedite sensitive originals |
| Consent and policy acceptance logs | Account term plus 5 years | Evidence of agreement |
| Prior policy versions | Permanent | Compliance history |
Legal Holds
Suspend deletion for records relevant to:
- litigation or threatened claims;
- government inquiry;
- subpoena;
- audit;
- chargeback;
- insurance matter;
- security incident;
- testing-sponsor investigation;
- employment dispute.
Disposal
Paper should be cross-cut shredded or handled by a secure destruction vendor. Electronic information should be deleted using methods appropriate to the media and system. Backups should expire through controlled overwrite.
Ownership of Notary Records
Notary journals and seals are controlled by the commissioned notary under Texas requirements and should not be treated as ordinary corporate files.