Iryna Shevchenko received a legal request for coaching records in March 2023. The former client was involved in an employment dispute, and their attorney believed session notes might support their case. Iryna's retention schedule, implemented 18 months earlier, determined what existed and what had been properly destroyed.
Policy Construction
She built her retention schedule around three timelines. Active client records remain immediately accessible throughout the coaching relationship. Closed client records stay in secure storage for four years after the final session, matching the statute of limitations for contract disputes in her jurisdiction. After four years, records undergo destruction following a documented protocol.
The requested records fell within the four-year window. She could produce complete session notes, signed agreements, and payment records. Her attorney praised the organization, which expedited the legal review and reduced billable hours.
Destruction Documentation
Her destruction process matters as much as retention. Every January, she reviews records that have aged past the four-year threshold. She generates a destruction log listing client identifier codes and destruction date, then uses file shredding software that overwrites data multiple times. The destruction log itself remains permanently, providing evidence of compliance if questioned.
The incident cost her 6 hours and legal fees totaling 920 euros, far less than colleagues who faced similar requests without systematic retention practices. Her main insight: the policy's value lies not in keeping everything forever, but in knowing exactly what you kept, why you kept it, and when you properly discarded it.