How Long Should I hold onto Releases/Assumption of the risk Forms

There are several factors you need to find out before you can identify the exact number of years to hold on to contracts, assumption of the risk forms and releases. However, with modern technology, it does not matter anymore, hold onto them forever.

The old method

When boxes of releases were common, we used to calculate how long you should hold onto documents. The calculation relied on two major factors: The statute of limitations for a tort in your state and the age of the participant or person signing the document.

In most states, the statute of limitations for torts is two or three years. For an adult, you would hold on to a release for the statute of limitations plus one year. That plus one year is ” in case” (also translated meaning lawyer paranoia). That means in Colorado three years after an event, trip or whatever had ended you can shred the documents.

If the person was a minor, no matter if the minor signed it or their parent, you hold onto the document for the number of years until the minor turns eighteen (19 in Mississippi and 21 in Nebraska). (See The age that minors become adults.) You add those years to the statute of limitations.

As an example

Statute of Limitations in Colorado is two years for a tort.    2

Minor was 14 at the time of his injury: 18-14 =    4

One year just in case.    1

You would hold onto that release for seven years.    7

The reason for this is the minor can sue once he reaches the age of 18, until the statute of limitations runs. 99% of lawsuits for minors are started immediately, but you never know when a minor might decide that mom, and dad missed the boat when college tuition is needed.

However, sorting releases and assumption of the risk agreements signed by minors from those signed by adults was time consuming so the length of time to hold onto a release became forever. It was easier to collect and store the files then it was to sort them.

New Method = Forever, but a lot faster and easier

Scan the releases into a PDF file and store them on several hard drivers, thumb drives or in the cloud forever. You DO NOT need to sort them by name or separate them out into individual files. Just store them by date.

So, everyone who went Whitewater rafting on June 2, 2019 would be in the PDF dated 6.2.19. If you needed the release, you can just pull up the file and search or do a manual scan for the right release. Since a copy of the original is as good as the original, you do not need to keep the original. Colorado Rules of Evidence 1002; Federal Rules of Evidence 1002.

The exception to this rule would be if you know that someone was injured. You then need to go through a multi-step process.

  1. Scan the releases, including the one signed by the injured party and store them like all other releases. You do this with all the participants on the trip or program. You may need to contact the other parties as witnesses and having them in the same group as the injured party makes the other people at the event or on the boat easy to find.
  2. Collect all other necessary data that may be important years later. Examples of this might include:
    1. A roster of participants at the event
    2. A roster of staff attending the event
    3. All witness lists.
    4. All information and marketing material used to promote the event.
    5. Copy of the Weather report, water level, snow report, etc. for the day
    6. Program, Handouts, Agenda’s etc.
    7. Maintenance logs for equipment used in the event.
    8. Training, certifications, etc., of all staff for the activity
    9. Any photographs/videos of the activity
      1. Any photographs/videos from before the activity
      2. Any photographs/videos from after the activity
    10. Map of the area, as current as possible
    11. Etc.
  3. Take this information you have collected and scan it all into an electronic format.
    1. Send copies to your attorney(s)
    2. Send copies to your insurance company

      Tell them it is for safe keeping.

  4. Make paper copies of all paper and send a complete set of copies to your insurance company and attorney. Ask both what to do with the originals.
    1. Keep one good set of copies for yourself if you are told to send the originals to the insurance company or attorney, if not keep the originals.

For paper files, I suggest using a file or folder color that will attract attention, so they are not thrown out by accident. Red, Orange or Yellow good colors of files or folder colors to use. Keep the paperwork in a closed folder or envelope. Put everything in and seal it shut so nothing can fall out and the store this file somewhere so everyone knows where it is and why. If you find more information after you have sealed the first envelope or folder, create a second one, and write 1 of 2 and 2 of 2 on them. Put a large rubber band around both or secure them some way, so they do not get separated. Always right the last name of the injured party and the date on the outside so they don’t have to be opened to determine what files they contain.

After 10 years, you can shred these files.

Instead of having a warehouse full of releases or a back wall of your office with an additional 12 inches of insulation, you can have a hard drive of all the necessary documents needed in case of litigation.

What do you think? Leave a comment.

Copyright 2018 Recreation Law (720) 334 8529

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By Recreation Law    James H. Moss

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