Just a quick question — once an engagement is complete, how long do you keep the signed LOA and the billing data on file? My filing cabinet is getting full and I'm wondering what I can shred.
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How long should I keep LOA copies on file?
I keep everything for at least 7 years after the engagement ends. LOAs, billing data, workpapers, correspondence. Some states have longer statutes of limitation for contract disputes. If a client ever comes back and says you missed something, or a utility reverses a credit they gave, you want that documentation. I scan everything to PDF and store it on an encrypted external drive so it doesn't take up physical space.
When a client only has 12 months of bills, I request the utility data directly via LOA — most will go back 36 months. Eversource and National Grid have been cooperative in my experience.