For agents, agencies, and individuals
What belongs in a client file, and for how long
A good file answers, months later, what you did and why. A bad one leaves you explaining from memory.
The file that answers questions later
What should always be in there?
The consent record with its date, what the client told you about their situation, the options you presented, what they chose, and when. Those five things reconstruct a decision without relying on anyone’s memory.
What should stay out of it?
Anything you do not need. Detailed health information, identifiers you were never asked to hold, and copies of documents that served their purpose are all liabilities once the work is done.
How long should I keep a file?
Long enough to cover the period in which a question could reasonably arise, which your state and your carriers define. Set one retention rule and apply it to everyone rather than deciding file by file.
Does a note help or hurt me?
A factual note helps. Write what was said and decided, not what you assumed or felt. Notes that read as opinion age badly; notes that read as a record hold up.
Keeping it workable
What is the simplest system that works?
One place per client, named consistently, holding the consent, the notes and the decisions. Sophistication matters less than being able to find the right file while a client is still on the phone.
What happens to files if I change agencies?
Settle it before you move, not after. Who holds what, and what you may keep, is a question with a clear answer in advance and a contested one afterwards.
Work with Safeguard and Associates
Share only general information in an inquiry. Never include health details, Social Security numbers or policy numbers.
Become an agent
Tell us your licence, your state and the products you want to write.
Become an agentSee what agents get
Market access, technology, training, compliance support and operational help.
Explore agent supportLet’s take the next step together