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Account management for SurePrep customers

SPbinder and TaxCaddy data storage and retention

Storage policy

SurePrep retains access to client(taxpayer) information up to a certain time period. However, firms can choose to extend the data storage and retention if desired.
SPbinder
For SPbinder, SurePrep provides storage for an engagement/return for the calendar year it was processed in + 1 calendar year.
Example
: The binder submitted/processed in the 2025 calendar year will still be available for the following calendar year in 2026 (irrespective of which tax year the binder is associated with).
Binder created in 
Available for the following CY
2022 TY binder submitted in 2024 CY
2024 (year submitted) + 2025 (1 additional CY)
2023 TY binder submitted in 2024 CY
2024 (year submitted) + 2025 (1 additional CY)
2024 TY binder submitted in 2025 CY
2025 (year submitted) + 2026 (1 additional CY)
-
TY
 = Tax Year
-
CY
 = Calendar Year (Jan 1st - Dec 31st)
note
After the retention period is over, SurePrep will purge the data in the first week of January when the new year begins. Once the data is purged, it cannot be retrieved; we highly recommend printing a PDF copy of your binder and saving it internally as per your firm's policy.
SurePrep allows you to submit binders for the current tax year + 2 prior tax years.
SPbinder data storage is only available for returns processed utilizing SPbinder, 1040SCAN (Organize, 1040SCAN PRO, 1040SCANverify), and SurePrep Outsource (Outsource, Outsource Business). Each binder you choose to retain past the timeframe will cost $1.00 per binder. If you choose to retain 50 client binders, then your cost will be $50 dollars.
TaxCaddy
Firms have access to taxpayers' information for the current tax year only. Each prior Tax Year for which you pay the TaxCaddy Storage Fee will be considered a "
Sponsored Tax Year
".
Title
Sponsored Tax Year
Non-Sponsored Tax Year
Taxpayer continues to have access to the related data and documents
YES
YES
Tax professional/Firm continues access to the related data and documents
YES
NO
Display Firm Logo to client (i.e., Taxpayer)
YES
NO
Taxpayer clients will retain data for all years. There is no limit.
Tax professional firms can set a firm-wide limit on their side as to how many years they want to retain.
TaxCaddy Storage Fee charges for prior years will be based on the storage being utilized to store taxpayer data. TaxCaddy Storage Fees are charged in increments of 100GB.
Example 1
: If your TaxCaddy storage from the prior year accumulates to 75GB then you will be charged $100 for the initial increment of 100GB.
Example 2
: If your TaxCaddy storage from the prior year accumulates to 125GB then you will be charged $200. Your initial 100GB will be charged $100, and the rest of your 25GB will be rounded up to the nearest increment of 100GB.
note
For TaxCaddy, SurePrep is
temporarily
 not charging data retention for Tax Year 2021 and prior due to disaster relief tax deadlines.

Extended storage fees

If a client elects, SPbinder Data Storage Fees will be charged for all Data and files stored with SurePrep beyond that timeframe.
Storage Fees
Price
SPbinder
$1.00 Per Binder
TaxCaddy
$100.00 Per 100 Gigabytes (GB), or Part Thereof
note
TaxCaddy Storage Fee and SPbinder Storage Fees are independent of each other. SPbinder Storage Fee is charged to retain binders. TaxCaddy Storage Fees are charged to retain tax professionals' access to the client data in TaxCaddy.

This article applies to:

  • PRODUCT: SurePrep