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This article applies to:

  • Product: safesend
  • Subject: Setup
  • Audiences: Staff

Manage retention policy

Set firm-wide tax return retention periods, manage attest client defaults, and control whether users can override retention before delivery.
When you deliver a return through our program, we retain it for an extended period of time. A System Admin can manage their firm's retention policy for all tax returns in company settings. The program retains returns for a maximum of 7 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
    .
    note
    • 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 can't be restored.
  • Changing the retention period will affect all returns; past, present, and future.
    • For example, changing the retention period to 90 days will move all returns exceeding that timeframe to the
      Recycle Bin
      .
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
     dropdown.
  4. Select an
    Attest Client Retention Period
     using the
    Years
     and
    Month
     dropdown.
  5. Mark the
    Allow any user to override before delivery
     checkbox to let users change the retention period during processing in the
    Delivery Options
     tab.
  6. Select
    Apply
     to save any changes made.
  7. When you change the retention policy, a pop-up will warn you of the number of returns about to be moved to the
    Recycle Bin
    .
    • Select
      Yes
       to confirm the change and move the returns to the
      Recycle Bin
      .
    • Select
      No
       to cancel the change.
Modify the retention period before delivery:
If the option letting users 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. You can modify the default of either selection by using the
    Year
     and
    Month
     dropdowns.
  2. The
    Attest Client
     checkbox changes
    Default Retention
     to
    Attest Retention
     when marked.
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.

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