When records are maintained together, the combined record must be retained for the length of time of the component with the longest retention period.

• A. True
• B. False
• C. It depends on the oldest component
• D. It depends on the city's policy

Answer: (A)

When records are kept together, the entire bundle must be retained for the longest retention period among its components. This ensures that no part of the record is destroyed before everything it contains is eligible for destruction, protecting compliance with legal and regulatory requirements.

For example, if one component in a file has a seven-year retention period while another has five years, the combined record cannot be disposed of until seven years have passed. The longest timeframe governs the entire record.

The idea that it depends on the oldest component or on the city’s policy isn’t accurate here. It’s the longest retention period among the components that determines how long the record must be kept, and while policy may guide practice, legal retention requirements set the minimums that must be followed.