RRP recordkeeping requirements: what to keep and for how long

How long do you keep RRP records?

The federal three-year period runs from completion, not the estimate date or the day a folder was created. Section 745.86 also says that this period does not override longer state or Tribal retention obligations. Check other applicable requirements before setting a deletion date.

As an office practice, record a completion date and a retention-review date separately. A review date is an instruction to check whether disposal is appropriate, rather than an automatic instruction to delete. Keep the person responsible for that decision visible when a job moves into your archive.

What belongs in the retained record?

Section 745.86 lists applicable testing determinations, pamphlet receipts or other permitted delivery evidence, notification records, and documentation of renovator assignment, worker training, work practices, and cleaning verification. It includes a copy of the renovator's training certificate and the renovator's certification of the specified activities. Read the linked rule for the complete contents.

Give the file a predictable order so a reviewer can find each category. Keep an index that points to the actual evidence. If an item is absent, label the gap; if an item does not apply, record why. A blank space cannot explain which of those situations occurred.

• Job cover sheet and scope history.
• Applicability and testing records, where relevant.
• Delivery and notification evidence.
• Credentials and completed field documentation.
• Customer reporting and archive information.

Put customer reporting on the billing calendar

For the federal reporting covered by section 745.86(c), provide the compliance information to the building owner and, if different, the adult occupant or facility representative by final-invoice delivery or within 30 days of completion, whichever comes first. Common-area work has additional posting provisions; qualifying clearance reports have their own reporting provision in subsection (d).

Create two entries in your closeout process: 'review the retained file' and 'complete customer reporting.' Save a delivery note showing the recipient, date, method, and version sent. If delivery fails, leave the task open and assign follow-up.

Try retrieving a job before you need it

Choose a completed job and ask someone who did not assemble it to retrieve the documents using only the address and job number. Open the PDFs, inspect the signatures, and follow the attachment names. This small exercise exposes missing context more effectively than checking whether a folder exists.

Repeat the exercise after changing storage tools or office staff. An export that depends on one person's private login or memory is difficult to maintain. RRP Central offers PDF and ZIP exports; review their contents and keep your firm's retention process current.