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Audit Retention Policy Template for United States

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Key Requirements PROMPT example:

Audit Retention Policy

"Need an Audit Retention Policy for a mid-sized healthcare company that complies with both HIPAA and state regulations, with specific focus on electronic health records retention and secure destruction procedures to be implemented by March 2025."

Document background
The Audit Retention Policy serves as a critical compliance document that organizations implement to manage their audit-related records effectively. This document becomes necessary when organizations need to establish systematic procedures for maintaining audit documentation in accordance with various U.S. regulatory requirements, including SOX, SEC regulations, and state-specific laws. The policy ensures that audit records are retained for appropriate periods, stored securely, and disposed of properly when no longer needed, while maintaining compliance with legal and regulatory obligations.
Suggested Sections

1. Purpose and Scope: Defines the objectives and scope of the audit retention policy, including the types of records covered

2. Definitions: Key terms used throughout the policy including audit records, retention period, destruction, and storage methods

3. Retention Periods: Specific timeframes for different types of audit documents, aligned with regulatory requirements

4. Storage and Security: Requirements for secure storage of audit documents, including physical and electronic storage protocols

5. Destruction Procedures: Protocols for proper document destruction after retention period, including methods and documentation

Optional Sections

1. International Considerations: Additional requirements for organizations operating across multiple jurisdictions, including international data transfer and storage requirements

2. Electronic Records Management: Specific procedures for digital audit records, including backup procedures, access controls, and electronic storage requirements

3. Industry-Specific Requirements: Additional retention requirements specific to regulated industries such as healthcare, banking, or government contracting

Suggested Schedules

1. Retention Schedule Matrix: Detailed table listing all document types and their specific retention periods, organized by category

2. Document Destruction Log: Template for recording the destruction of documents, including date, method, and authorization

3. Regulatory Requirements Reference: Comprehensive list of applicable laws, regulations, and professional standards affecting retention periods

4. Storage Location Index: Detailed mapping of physical and digital storage locations for audit documents, including access protocols

Authors

Alex Denne

Head of Growth (Open Source Law) @ ¶¶Òõ¶ÌÊÓÆµ | 3 x UCL-Certified in Contract Law & Drafting | 4+ Years Managing 1M+ Legal Documents | Serial Founder & Legal AI Author

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Industries

Sarbanes-Oxley Act (SOX): Section 802 mandates specific requirements for record retention and includes criminal penalties for altering or destroying audit records

SEC Rules: Securities and Exchange Commission regulations governing audit documentation and retention requirements for public companies

IRS Requirements: Internal Revenue Service mandates retention periods of 3-7 years for tax-related audit records and supporting documentation

FDIC Requirements: Federal Deposit Insurance Corporation guidelines for audit record retention in financial institutions

HIPAA: Healthcare Insurance Portability and Accountability Act requirements for healthcare-related audit documentation and retention

Federal Reserve Requirements: Banking regulations specific to audit retention for financial institutions under Federal Reserve oversight

CMS Requirements: Centers for Medicare & Medicaid Services specific requirements for healthcare audit retention

Federal Acquisition Regulation (FAR): Government contracting requirements for audit documentation and retention periods

State Record Retention Laws: Various state-specific requirements for maintaining audit records and documentation

AICPA Guidelines: American Institute of CPAs professional standards for audit documentation and retention

GAAS: Generally Accepted Auditing Standards requirements for audit documentation and retention

PCAOB Requirements: Public Company Accounting Oversight Board standards for audit documentation and retention

IFRS Requirements: International Financial Reporting Standards guidelines for audit documentation if dealing with international operations

FCPA: Foreign Corrupt Practices Act requirements for maintaining audit records related to international business transactions

GDPR: European Union's General Data Protection Regulation requirements for handling and retaining audit data involving EU subjects

CCPA: California Consumer Privacy Act requirements for audit data retention involving California residents' personal information

Teams

Employer, Employee, Start Date, Job Title, Department, Location, Probationary Period, Notice Period, Salary, Overtime, Vacation Pay, Statutory Holidays, Benefits, Bonus, Expenses, Working Hours, Rest Breaks,  Leaves of Absence, Confidentiality, Intellectual Property, Non-Solicitation, Non-Competition, Code of Conduct, Termination,  Severance Pay, Governing Law, Entire Agreemen

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