COI Record Retention Policy Template
Set a retention process with counsel and your insurer. Preserve historical evidence because a replacement certificate does not document every prior work period.
Download the original TXT template
How to use it
- Identify contract, claims, statutory and insurer retention requirements before choosing a retention duration.
- Assign an owner for access, historical versions, legal holds and deletion approvals.
- Test retrieval of a past project record before relying on the archive.
Customize the template
Your entries stay in this browser tab. Leave a field blank to keep its placeholder in the download.
INSURANCE EVIDENCE RETENTION POLICY Policy owner / approval: [Owner and approval date] Records covered: [Certificates, endorsements, correspondence and decisions] Retention rule and supporting requirement: [Approved duration and basis] Retention start event: [Project closeout, policy end or other event] Storage: [Approved secure repository] Record identifiers: [Vendor, project, policy number and applicable dates] Version handling: Preserve prior evidence when a renewal or correction arrives. Access permissions: [Authorized roles] Backup and retrieval process: [Process] Legal hold procedure: [Hold owner and release authority] Deletion approval and record: [Approver and deletion log] Periodic review: [Review interval and owner] Exceptions and unresolved requirements: [Items] Approval reference: [Reference]
Example in practice
A claim arises after a completed project. The current vendor certificate is insufficient to reconstruct the evidence held when the work occurred; the archive should retain the relevant historical record.
There is no single universal COI retention period for every business and project. Obtain a rule appropriate to your contracts, jurisdiction and claims obligations.