How long should a construction firm keep as-built drawings, RFIs, and project records after a building is completed?

There is no single universal number for how long construction project records must be kept. The right answer comes from a defensible retention schedule that weighs legal exposure, contractual terms, and ongoing business value rather than a one-size-fits-all rule. Different record types in a project file often warrant very different retention periods.

Start With the Drivers, Not a Number

A sound retention period for construction records is built from several inputs:

• Statutes of limitation and repose. Most jurisdictions set time limits for filing construction-defect, breach-of-contract, and personal-injury claims. Statutes of repose, which run from substantial completion, can extend potential liability for many years after a building opens. Records that could be evidence should survive at least until those windows close.
• Contract and warranty terms. Owner agreements, surety bonds, and warranties frequently specify how long documentation must be retained and produced on request.
• Tax and financial requirements. Tax authorities expect supporting records to be kept for defined periods tied to the relevant filing.
• Operational and historical value. Some records keep their usefulness long after the limitation periods expire.

Because these drivers vary by state, contract, and project, firms should confirm the specific periods with legal counsel and applicable regulations rather than relying on a default.

Treat Record Types Differently

• As-built drawings. These often have the longest practical value. They document what was actually built and are routinely needed for future renovations, maintenance, safety reviews, and dispute defense. Many firms retain as-builts for the life of the structure or permanently.
• RFIs, submittals, and correspondence. These capture decisions and intent and are central to defending or pursuing claims. Retain them at least through the longest applicable limitation or repose period.
• Contracts, change orders, and financial records. Align retention with contract terms and tax recordkeeping requirements.

Make It Defensible and Repeatable

Document the legal and business basis for each period, apply retention consistently, and dispose of records on schedule once obligations end. International records management practice, such as ISO 15489-1, emphasizes authentic, reliable records governed by a documented schedule. For broader context on long-term stewardship, see the archives and preservation topic hub.