Why the reluctance to retain the records forever? Storage requires space and space costs money. It's called rent. There also is the concern that clients become dependent on the practitioner rather than taking ownership of their fiscal affairs.
There are things clients need to understand about record retention, and tax practitioners should, and usually do, tell their clients about these concerns.
First, the client needs to keep duplicate copies because in the event of fire, computer storage media failure, or other disaster, a client who relies on the practitioner to take sole responsibility for retention will be in serious trouble when calamity befalls the practitioner's office and the IRS happens to come calling on the client.
Second, when the practitioner does choose to remove old records from his or her files, the client should accept the opportunity to collect them from the practitioner. Otherwise, the client's backup, in the event calamity strikes the client's home, will disappear. The client then needs to store the duplicate set of records in a place different from the place where the primary set is maintained.
Third, clients need to understand the danger in believing that after three (or four, or five, or six) years records can be tossed. That is true of records with no tax significance, such as grocery receipts for food the purchase of which did not justify a deduction. What is important to remember is that many records seemingly not connected with tax are tax records. The cost of the new roof will reduce gain on the sale of a home, and if the gain exceeds the section 121 exclusion amount, failure to have the record of the roof work, and the likely impossibility of proving the cost, guarantees payment of tax that could have been avoided.
A little more than a year ago, I touched on this topic when commenting on Jack Bogdanski's Statute of Limitations expiration shredding party:
But, folks, go easy with the shredder. DON'T SHRED anything that has to do with what you've paid for assets, or to improve those assets, because those amounts become part of adjusted basis, which is used to compute gain or loss when the asset is sold. Likewise, don't shred any information about the value of inherited property when the decedent died, or the donor's adjusted basis in property received by gift. Hang onto those contractor's invoices for the addition built onto the home. Keep all those investment records showing dividends plowed back into the stock through a dividend reinvestment program.My advice has not changed.
Back in 2004, in writing about the digitization of tax data, I explained
There also exists the question of archiving. In the digital world, what guarantee is there that the return will be accessible in the future? Fortunately, my previous year editions of Turbo Tax run on my almost-expired Windows 98 computer, including those that originally ran under Windows 95, and, goodness, MS-DOS!! Will these programs run on the XP computer that sits alongside the Windows 98 box (or the XP computer that will replace it)? I'll find out during the next month or two. In the meantime, because digital backup may mean nothing, I have consistently printed out the return and the supporting schedules. But at least it's one copy and not two.I was wrong. Turbotax for pre-XP versions of Windows cannot be installed on XP systems. What hasn't been printed is inaccessible other than through a Windows98 desktop, of which few remain. So my prediction, from the same post, of what lies ahead seems even more likely:
Why the concern? Though some people don't hold onto their tax returns for more than say, 3 or 7 years, relying on the statute of limitations, I recommend holding onto all returns, if for no reason other than to maintain records of basis and to guard against the strange day when the IRS claims a return from some years ago was not filed, which would open the statute of limitations, and which can be rebutted quite easily by providing a copy of the return. And what if a lender asks for copies of tax returns for the past three years? If not already in print format, they need to be printed. Will the XP computer run TurboTax for 2000? I think so.
What may end up happening is that the returns will be "printed to disk" in something like a PDF format. PDF, I am assured by those in the computer industry closer to the action, will endure for decades. So perhaps I will be spending some time (when? ha ha) printing all my returns to PDF and making a CD that holds the entire batch.For a world living in the information age, there surely is a serious information preservation problem. Is it like the marooned sailor in Samuel Taylor Coleridge's Rime of the Ancient Mariner, "Water, water, everywhere but not a drop to drink"?