Data Retention Policy on Taxpayer Information System now in Process

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October 29, 2014

Purpose of Bulletin

To inform staff we recently implemented the department’s Document and Data Retention Policy for individual taxpayers and will begin purging individual taxpayer data.

Background

Policy File 8830, Retention Policy for Individual Taxpayers addresses the department’s commitment to ensuring all taxpayer information is kept confidential and only retained for as long as we have a business need. Although retention time frames vary, the documents or data shall be destroyed or deleted as soon as practical. We established this retention policy to comply with the Information Privacy Principles for Individuals.

General Guidelines

This year’s purge process of the Taxpayer Information System (TI) began October 2014. This process will purge previously viewable tax year records from the TI system in accordance with the Data Retention Guidelines for TI Data.

The guidelines state we will retain tax year information for seven years from the due date of the return, seven years from the date the return was filed, or in the case of an open tax year (see TI Retention Guidelines, exception), four years from the resolution date or the last date a zero balance was established, whichever is later.

Taxpayer Awareness

Our data retention policy informs taxpayers that deletion of their old data is for their protection and security. Although much care is taken to preserve all data, which should be retained under these guidelines, there may be rare situations where data is destroyed.

Follow your unit procedures on how to handle these situations.

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