How long do you have to retain IT system and access logs, and do they count as records you can't just delete?

There is no single universal number. How long you must keep IT system and access logs depends on what the logs document, who you are, and which legal and policy obligations attach to them. The short answer: in many cases these logs are records, you cannot simply delete them on a whim, and their retention is set by an approved schedule rather than by personal preference.

Are logs “records”?

A record is information created or received in the course of business that you keep as evidence of an activity or because it has continuing value. System logs, audit trails, and access logs frequently meet that test. They show who did what, when, and to which system or data, which makes them evidence of operational, security, and compliance activity.

That said, not every log is a record. Routine, transient logs with no evidentiary or business value may be treated as temporary information. The deciding factor is function and value, not the file format.

What sets the retention period?

Retention is driven by the purpose the log serves, including:

• Security and audit obligations that require you to demonstrate access controls and detect misuse.
• Litigation and investigation needs, where logs may be subject to a legal hold that suspends any scheduled deletion.
• Privacy and oversight rules that govern how long access to personal or sensitive data may be tracked.
• Sector-specific requirements in finance, health, government, or other regulated domains.

In the U.S. federal space, many information-technology and security logs are covered by approved schedules, including the General Records Schedules. The principle generalizes: each log type should be mapped to an authorized retention period and a defined disposition.

Can you just delete them?

Not freely. Once a log is identified as a record, it must be retained for its full approved period and then disposed of through an authorized, documented process. Deleting records early, or destroying anything under a legal hold, can carry legal and compliance consequences.

Practical approach

Inventory your log types, classify each as record or non-record, assign retention from an approved schedule, and automate disposition so logs are neither destroyed too soon nor kept indefinitely.

For more on managing digital records like these, see the digitization and imaging topic hub.