How long should an agency keep visitor logs and building access records?

Visitor logs and building access records (sign-in sheets, badge and turnstile data, escort logs, and physical-access control system data) are federal records when they document an agency’s activities. Like all federal records, they may only be destroyed under an approved disposition authority. There is no single universal number that fits every agency, so the right answer comes from applying the correct schedule rather than guessing.

Start with the disposition authority

Most routine facility and physical-security records fall under the government-wide schedules that the National Archives issues for administrative functions common to all agencies. These cover items such as visitor control files and access-control records. Agencies should check the applicable schedule item for the specific record series, because retention periods differ by record type and sensitivity.

Where a record series is unique to an agency’s mission, it is governed by that agency’s own NARA-approved records schedule instead. If no schedule covers a series, the record is treated as unscheduled and cannot be destroyed until a disposition authority is approved.

Typical retention drivers

For everyday visitor logs and routine access data, retention is usually short, on the order of a small number of years, with the clock generally running from the date of the visit or when the record is superseded. Several factors can lengthen that period:

• Security incidents or investigations. Records tied to an incident are often retained longer to support inquiry and accountability.
• Litigation or audit holds. A legal hold suspends normal destruction until the matter resolves, regardless of the routine cutoff.
• Higher-security facilities. Sensitive sites may carry longer or agency-specific requirements.

Privacy and access considerations

Because these records can identify individuals, they may constitute a system of records subject to Privacy Act protections, which govern collection, use, and disclosure. They may also be requested under FOIA, so accurate retention and reliable retrieval matter for both compliance and transparency.

Practical guidance

Confirm the exact record series, map it to the controlling schedule, apply any litigation hold, and document the disposition you take. When in doubt, consult your agency records officer.

For broader context on schedules and disposition, see federal records.