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Data Retention Policy on TI System Now In Process

Purpose of bulletin

To inform staff of the recent implementation of the Department’s Document and Data Retention Policy for individual taxpayers. We will purge individual taxpayer data.

Background

FTB Policy File 8830 identifies how long data will be retained, ensures the responsible use of data within our systems, and provides for security of our customers’ information. We established this retention to comply with the Information Privacy Principles for Individuals.

General Guidelines

This year’s purge process of Taxpayer Information System (TI) data began June 2010. This process will purge previously viewable tax year records from the TI system in accordance with our guidelines.

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 audit issue, four years from the resolution date, 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 was taken to preserve all data, which should be retained under these guidelines, there may be rare situations where data was destroyed.

Follow your established unit’s procedures on how to handle these situations.