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mrdulasolutions edited this page Apr 23, 2026 · 1 revision

Recordkeeping

Skill name: exchek-recordkeeping | Folder: exchek-skill-recordkeeping

Produces a retention schedule and checklist under 15 CFR Part 762 (EAR) and, where applicable, 22 CFR Part 122 (ITAR), tailored to your company's specific activities. Lists what to retain, how long, and in what form for classification memos, license determinations, screening records, shipment documents, AES filings, deemed export reviews, and encryption reports. Free; optional donation.

When to use

  • "What do we need to retain for export compliance?"
  • "Retention schedule for our export compliance program"
  • "Recordkeeping checklist under Part 762"
  • "How long to keep classification memos and screening records?"
  • "Build a recordkeeping policy for our ECP"

Inputs

Field Required Notes
Company activities Yes Which apply (see checklist below)
Jurisdiction Yes EAR only or EAR + ITAR
ECP / SOP references No For cross-referencing
Storage preferences No Physical, digital, cloud, DMS

Activity checklist:

  • ECCN classification
  • License determinations (NLR memos, exception records)
  • Denied-party / CSL screening
  • Shipments / export documentation / AES filings
  • Deemed export reviews
  • Encryption reporting (BIS/NSA notifications, self-classification reports)
  • ITAR licenses and agreements
  • ECP documents and SOPs
  • Training records
  • Audit and lookback reports

Core retention requirements

EAR (15 CFR Part 762)

Record type Retention period Form
Export control documents (licenses, classification memos, screening records, SLIs, AES records) 5 years from date of export or latest applicable date Original or reproducible copy
License exception records 5 years Original or copy
Denied-party screening records 5 years Original or copy

Key citations:

  • § 762.2 — Records to be retained
  • § 762.4 — Original records
  • § 762.6 — Period of retention

Important: The 5-year clock starts from the latest of: (a) date of export, (b) date of re-export, (c) date of any known violation or disclosure.

ITAR (22 CFR Part 122)

Record type Retention period Form
DSP-5, DSP-61, DSP-73 licenses 5 years from expiration or return Copy
Technical Assistance Agreements (TAAs) 5 years from expiration Copy
Manufacturing License Agreements (MLAs) 5 years from expiration Copy
Shipping documentation (SLI, invoices) 5 years Copy

Flow

Step 0 — CUI/Classified check Asks whether the work involves CUI or classified material. If yes, routes to on-prem guidance. See CUI and Classified Information.

Step 1 — Report folder and format In file-access environments, asks where to save the document and preferred format.

Step 2 — Collect inputs Company activities (which apply), jurisdiction (EAR only vs. EAR + ITAR), optional ECP/storage notes.

Step 3 — Apply reference Selects record types, retention periods, form requirements, and citations from the recordkeeping-retention best-practices reference.

Step 4 — Build document Fills the Recordkeeping Retention Schedule and Checklist template. Omits or marks N/A rows for activities not in scope.

Step 5 — Save and convert Produces a .docx.

Output: Recordkeeping Retention Schedule and Checklist

Sections:

  1. Document header
  2. Regulatory summary (15 CFR Part 762, 22 CFR Part 122 as applicable)
  3. Retention schedule (table: record type, retention period, form, citation)
  4. Checklist (optional — periodic self-check against the schedule)
  5. AI tool disclosure
  6. Compliance disclaimer

File name: ExChek-Recordkeeping-YYYY-MM-DD-ShortName.docx

Regulatory references

  • 15 CFR § 762.2 — Records to be retained
  • 15 CFR § 762.4 — Reproduction and maintenance
  • 15 CFR § 762.6 — Period of retention
  • 22 CFR Part 122 — ITAR recordkeeping
  • 22 CFR Part 123 — ITAR licenses and documentation
  • 15 CFR Part 764 — Enforcement and protective measures (voluntary self-disclosure)

Skills to use with this one

Step Skill
Build an ECP that references this schedule ECP / Policy & Training
Partner recordkeeping requirements Partner / Distributor Compliance
Run a self-audit using your retained records Audit / Lookback

Notes

  • EAR + ITAR. If your company has ITAR items, the skill adds ITAR retention requirements alongside EAR. Select "EAR + ITAR" when prompted.
  • Storage format. EAR and ITAR both accept reproducible copies (digital records are acceptable). The schedule notes format requirements per the regulations.
  • Legal review recommended. While the schedule is based on the regulations, legal or compliance counsel should review before formal adoption as policy.

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