JD
Record Retention Schedule
Policy AZ-RS-2026-001
Active & Enforced
Litigation Hold Notice: If any records referenced in this schedule are related to actual or anticipated litigation, regulatory investigation, or internal inquiry, disposition is suspended. Contact Legal immediately before destruction.
| Record ID | Record Description | Retention Period | Disposition | Legal Basis | Applicability |
|---|---|---|---|---|---|
| AZ-FIN-001 |
Financial Statements & Tax Returns
Annual reports, audited statements, federal/state tax filings, transfer pricing documentation.
|
7 Years | Secure Destruction | SOX, IRS Code, GAAP | |
| AZ-HR-001 |
Employee Personnel Files
Hiring docs, performance reviews, disciplinary actions, compensation records.
|
7 Yrs Post-Term | Secure Destruction | GDPR, Labor Laws, EEOC | |
| AZ-MED-001 |
Patient Medical Records
EHRs, prescriptions, treatment plans, consent forms, diagnostic imaging.
|
10 Years / Life | Archive to Cold Storage | HIPAA, GDPR, HITECH | |
| AZ-DEF-001 |
Defense Contracts & ITAR Data
Government contracts, technical data packages, export controls, security clearances.
|
PERMANENT | Secure Archive (SCIF) | ITAR, EAR, DFARS, FAR | |
| AZ-TECH-001 |
Source Code & IP Repositories
Proprietary algorithms, firmware, design documents, patent filings, trade secrets.
|
PERMANENT | Immutable Backup | IP Law, Trade Secret Act | |
| AZ-CORP-001 |
Board Minutes & Shareholder Records
Meeting minutes, resolutions, stock ledgers, proxy statements, charter amendments.
|
PERMANENT | Corporate Archives | Securities Law, Corp. Code | |
| AZ-OPS-001 |
Safety & Environmental Reports
Incident reports, EHS inspections, waste disposal manifests, emissions data.
|
10 Years | Archive then Destroy | OSHA, EPA, ISO 14001 | |
| AZ-TECH-002 |
General Email & Collaboration
Non-sensitive internal emails, chat logs, calendar data, draft documents.
|
Auto: 1 Year | Auto-Purge | Data Minimization, DLP | |
| AZ-FIN-002 |
Audit Trails & General Ledger
Transaction logs, journal entries, reconciliations, expense reports.
|
7 Years | Secure Destruction | SOX, IFRS, Tax Code | |
| AZ-MED-002 |
Clinical Trial Data
Subject data, protocol amendments, adverse events, monitoring reports.
|
15 Years Post-Approval | Archive | 21 CFR 11, GDPR, HIPAA |
CONFIDENTIAL & INTERNAL USE ONLY
This Record Retention Schedule is the property of Aevum Zenth Conglomerate. It contains privileged compliance guidance and operational protocols. Unauthorized distribution, copying, or transmission to external parties is strictly prohibited and may result in disciplinary action up to and including termination. In the event of conflicting regulatory requirements, the most stringent retention period applies. Consult the Chief Legal Office for guidance on litigation holds or jurisdictional exceptions.
This Record Retention Schedule is the property of Aevum Zenth Conglomerate. It contains privileged compliance guidance and operational protocols. Unauthorized distribution, copying, or transmission to external parties is strictly prohibited and may result in disciplinary action up to and including termination. In the event of conflicting regulatory requirements, the most stringent retention period applies. Consult the Chief Legal Office for guidance on litigation holds or jurisdictional exceptions.