|
Abbrev. |
Title |
Description |
|
ACT |
Active |
Retain for the period during which the record remains in active use, or until it transitions to a closed status. |
|
ADM |
Administrative or Format Requirement |
This is used primarily for location and format requirements. It also includes explanations of retention periods. |
|
CR |
Creation Date |
Retain from the date the record was created. |
|
CY |
Current Year |
Retain until end of current year or begin calculation at the end of the current year (retain until the end of the current year, plus the period of years stated). |
|
DAO |
Destroy at Option |
Destroy at the record owner’s discretion so long as it does not conflict with other legal retention requirements. |
|
DOE |
Duration of Employment |
Retain until retirement, resignation, termination, or death of employee. |
|
EV |
Event |
Retain until after an event has occurred, or until the occurrence of an event. |
|
EXP |
After Expiration |
Retain until the record transitions to a closed or expired status. Also used for expiration of agreements, contracts, plans, and warrantees. |
|
FY
|
Fiscal Year
|
Retain until the end of the fiscal year or begin calculation at the end of the fiscal year (retain until the end of the fiscal year, plus the period of years stated). |
|
LOC |
Life of Corporation |
Retain permanently for the life of the corporation and its legitimate successors. This also includes during the post closure care period. |
|
LOE |
Life of Equipment |
Retain until the equipment is removed from service. Equipment includes assets, vehicles, tanks, pipes, systems, tools, and related items. |
|
LOF |
Life of Facility |
Retain for the life of the facility. Facilities include plants, buildings, and related structures. |
|
LOP |
Life of Process |
Retain for the life of the process. |
|
MAX |
Maximum |
Retain no longer than allowed by the maximum retention requirement. |
|
NLT |
No Longer Than |
Retain no longer than the period specifies; i.e., destroy before the time specified. |
|
None Stated |
None Stated |
The law requires that the record be retained; however, no definite period of time has been specified. Note: ‘Indefinite’ fits under this category. |
|
PRD |
Life of Product |
Retain for the life of the product. |
|
PRM |
Permanent |
Retain permanently, for the life of the business. Note: Not as long as LOC. |
|
SET |
Settlement |
Retain until settlement or final resolution of relevant matter. |
|
SOL |
Statute of Limitations |
The maximum time after an event that legal proceedings based on that event may be initiated. |
|
SUP |
Superseded |
Retain until the record is replaced by a new record or an updated version of the existing record. |
|
TAX |
Tax |
Retain until final resolution of all audit exemptions for a given year. |
|
Various |
Various |
Default used when the retention period in the regulation is for any period other than the ones noted above. Used because the retention period is too complicated to fit into an abbreviation. |