Managing Retention Policy

When a return is delivered through our program, we are able to hold onto or retain the returns for an extended period of time.  A System Admin can manage their firm’s Retention Policy for all tax returns in the Company Settings.  The maximum retention that the program provides is seven years.

• The Default Retention Period is 7 years from the date delivered and 5 years for Attest Clients. 
• When a return expires, it is moved to the Recycle Bin.
  • Items in the Recycle Bin can only be restored or deleted manually. These items are not deleted automatically. 
  • Items in the Recycle Bin past their retention period cannot be restored. 
• Changing the Retention Period will affect all returns; past, present, and future.
  • For example, if the retention period is changed to 90 days, all returns exceeding that timeframe will be sent to the Recycle Bin once the change is implemented.

Retention Settings 

To access and update firm-wide retention policy settings: 

1. Open Settings from the navigation panel.
2. Open Security.
3. Select a Default Retention Period using the Years and Month drop-down menus. 
4. Select an Attest Client Retention Period using the Years and Month drop-down menus. 
5. Click the Allow any user to override before delivery checkbox to allow users to change the Retention Period during processing in the Delivery Options tab. 
6. Click Apply to save any changes made.
7. When the Retention Policy is changed, a pop-up appears warning of the number of returns about to be moved to the Recycle Bin.
   • Click Yes to confirm the change and move the returns to the Recycle Bin. 
   • Click No to cancel the change. 

Modify Retention Period Before Delivery

If the option allowing users to override before delivery is enabled, it can be edited in the Delivery Options Tab. Any changes are only applied to the return being processed and delivered. 

1. The Attest Client checkbox changes Default Retention to Attest Retention when checked.
2. You can modify the default of either selection by using the Year and Month drop-downs.

Compliance with the AICPA’s “Hosting Services” interpretation of the Independence Rule.

To remain compliant and independent, the ruling states:

• Firms should provide the client sufficient time to retrieve their tax return and attachments from within SafeSend and not cause the client undue hardship.
• It should be limited in duration and not be extensive.
• In some situations, it may be relatively brief, such as 60 days, if the member can conclude that no undue hardship would occur during that time.
• It may be closer to a year in other circumstances to avoid undue hardship for the client.