--- title: Records Retention: How Long to Keep Files and Where url: https://obriensmoving-storage.com/guides/records-retention-and-storage/ business: O'Brien's Moving & Storage address: 2277 Glendale Ave, Sparks, NV 89431 phone: 775-359-6683 (toll-free 1-800-253-7814) hours: Monday to Friday 8:00 am to 5:00 pm licenses: U.S. DOT No. 30611, MC-109375, Nevada CPCN 1070; interstate agent for Bekins Van Lines since 1955 type: Moving and storage company, family owned since 1941 --- - [Home](https://obriensmoving-storage.com/) - [Moving resources: guides, checklists, tools and data](https://obriensmoving-storage.com/resources/) - [Moving guides](https://obriensmoving-storage.com/guides/) - Business records storage basics # Records retention and storage Under federal rules a business keeps most tax records for at least three years, and covered health entities keep HIPAA documentation for six years. Once you know the clock for each record type, you can send what you must keep to storage and shred the rest on schedule. or call [775-359-6683](tel:+17753596683) [4.3 on Google · 71 reviews](https://obriensmoving-storage.com/reviews/) Family owned since 1941 [U.S. DOT No. 30611](https://obriensmoving-storage.com/about/licenses-and-authority/) Records pile up quietly until an office move or a lease end forces a decision. The right order is: find out how long each kind of record must be kept, sort the boxes by that date, and only then decide what to move, store or destroy. The retention periods below come from federal agencies, and your own industry may add to them. ## What the IRS says about tax records The IRS tells taxpayers to keep records for three years from the date the return was filed in most cases, and longer in specific situations: six years if income was underreported by more than 25 percent, and seven years for claims tied to worthless securities or bad debts. Employment tax records have their own four-year period. Read the IRS page linked below for the exact list. Property and asset records are kept until the period of limitations ends for the year you dispose of the property, so a building or equipment file may outlast most others. ## Health records and HIPAA Covered health entities must keep the written policies and documentation required by the HIPAA Security Rule for six years from the date created or last in effect. Medical records themselves follow state law and professional rules, which differ, so a practice should confirm its own period with its association or counsel before sorting. ## Sort before you move Label each box with the contents, the year range and a destroy-after date. A box with a clear date is a decision made once; a box without one gets moved again and again. Keep active files, files you must keep, and files due for secure destruction in three separate groups. Use uniform file boxes so they stack safely and fit shelving. Boxes sold at the Sparks office suit this job, and you can read about [moving boxes and supplies](https://obriensmoving-storage.com/packing/moving-boxes-and-supplies/). ## Moving and storing file boxes O'Brien's moves and stores business files and records. A box list gives each carton a number and a location, so a file can be found later. The warehouse in Sparks is a 30,000 square foot building on the same site as the office. See [records moving](https://obriensmoving-storage.com/commercial-moving/records-moving/) and [records storage](https://obriensmoving-storage.com/full-service-storage/records-storage/). When you ask for an estimate, tell the estimator how many boxes there are, whether they will be retrieved often, and whether anyone from your office needs to be present on move day. ## Secure destruction Records past their retention date should be destroyed in a way that fits their sensitivity. Employee files, patient files and financial records call for a shredding service with a documented process. Keep a short log of what was destroyed and when, so you can show the schedule was followed. ### Sources (checked October 18, 2026) - [IRS, How long should I keep records?](https://www.irs.gov/businesses/small-businesses-self-employed/how-long-should-i-keep-records) - [eCFR, 45 CFR 164.316 (HIPAA documentation)](https://www.ecfr.gov/current/title-45/subtitle-A/subchapter-C/part-164/subpart-C/section-164.316) - [National Archives, Records Management](https://www.archives.gov/records-mgmt) ### Free in-home estimate - An O'Brien's estimator walks through your home - A written, itemized estimate - 10 free heavy-duty boxes, yours to keep [How our estimates work](https://obriensmoving-storage.com/how-our-estimates-work/) ### Visit or call the office 2277 Glendale Ave, Sparks, NV 89431 [775-359-6683](tel:+17753596683) | Monday to Friday | 8:00 am to 5:00 pm | | --- | --- | | Saturday and Sunday | Closed | [Get my free estimate](#estimate) ### Related - [File and records moving](https://obriensmoving-storage.com/commercial-moving/records-moving/) - [File and records storage for businesses](https://obriensmoving-storage.com/full-service-storage/records-storage/) - [Office relocation checklist](https://obriensmoving-storage.com/guides/office-moving-checklist/) Moving guides ## Read next - [What white-glove delivery means](https://obriensmoving-storage.com/guides/white-glove-delivery-meaning/) - [What to ask an FF&E installer](https://obriensmoving-storage.com/guides/choosing-an-ffe-installer/) - [How to pack a moving box properly](https://obriensmoving-storage.com/guides/how-to-pack-a-moving-box/) - [How to wrap furniture for moving](https://obriensmoving-storage.com/guides/how-to-wrap-furniture-for-moving/) - [How to take apart a bed frame for moving](https://obriensmoving-storage.com/guides/how-to-disassemble-a-bed/) - [How to move a couch](https://obriensmoving-storage.com/guides/how-to-move-a-couch/) - [How to move a heavy dresser](https://obriensmoving-storage.com/guides/how-to-move-a-dresser/) - [How to move a treadmill and exercise equipment](https://obriensmoving-storage.com/guides/how-to-move-a-treadmill/) Answers ## Questions people ask Still have a question? Call [775-359-6683](tel:+17753596683), Mon-Fri 8-5, or see the [moving FAQ](https://obriensmoving-storage.com/faq/). ### How long should a small business keep tax records? At least three years from filing in most cases, longer in the situations the IRS lists. Check the IRS page below and ask your accountant about your own case. ### Does storage change the retention period? No. The period depends on the type of record, not where the box sits. Storage only keeps the box safe and findable until the date passes. ### Can records be stored long term? Yes. O'Brien's offers file and records storage in its Sparks warehouse; ask the office about your quantity and how often you will need to retrieve boxes. ## 4.3 stars from 71 Google reviews What customers say about O'Brien's [Read more reviews](https://obriensmoving-storage.com/reviews/)[See them on Google](https://maps.google.com/maps?cid=17335326057105140938) J Janet M. May 16, 2026 I was so impressed with the way the crew handled and packed each piece of furniture for short term storage. They were polite and professional. I would highly recommend them to anyone planning a move. ### Owner's reply Janet we are so glad to hear that your move was a great success and we sincerely appreciate you providing us with this wonderful review. We will continue to provide you with the best service as we move forward. F Francie H. February 20, 2026 We were referred to O'Brien's Moving and Storage though a friend in Reno. We couldn't be more pleased with the Professionalism and Service. They were quick to set up Luke to come out and give us a quote and scheduled the actual move date right away. Luke was on time for our quote as were the movers on our moving day. All three of the gentlemen who moved us were professional and courteous from start to finish. From the initial phone call to the completion of our move, we felt like we were treated as family. We would definitely use them again and recommend O'Brien's Moving and Storage to our friends in the future. ### Owner's reply Francie, Thank you for this amazing review. The result you have expressed is exactly what we all strive to accomplish. I love that you walked away knowing you are now a part of the O'Brien's family, whenever you need us we are a phone call away! I will let the movers know about the kind words expressed about them, that will be very satisfying for all of them. We will look forward to any referrals you send our way, thank you for the opportunity! M Mark S. January 22, 2026 Great company and local. They take great care of your moving needs. They are very accommodating and quick to respond. Highly recommend them for your moving needs and storage needs. Thanks to the O'Brien team for doing a fantastic job. ## Get your free, in-home moving estimate An estimator visits, walks through everything and gives you a written, itemized estimate. Rather talk? [Call 775-359-6683](tel:+17753596683) Monday to Friday, 8 am to 5 pm Our estimators: Sean, Luke, Christa and Janet. 2277 Glendale Ave Sparks, NV 89431 [4.3 on Google · 71 reviews](https://obriensmoving-storage.com/reviews/) Family owned since 1941 U.S. DOT No. 30611 · MC-109375 · Nevada CPCN 1070