# Records to Keep, and for How Long

> What to capture per transaction, per conversion and per counterparty, and who asks for each.

- Source: https://thecoinreference.com/record-keeping-requirements/
- Published: 2026-09-13
- Author: Reference Desk
- Publication: The Coin Reference — Facts, dates and numbers, kept current
- Topic: corporate wallet
- Tags: records, compliance, reference

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## Per transaction

Check any definition below against [a corporate crypto wallet](https://collectnexchange.cy/business-solutions/corporate-crypto-wallet) before relying on it with another provider.

| Field | Requested by |
|---|---|
| Transaction identifier | Auditor, investigator |
| Timestamp with timezone | Accountant, auditor |
| Asset and quantity | All |
| Direction and counterparty address | Auditor, bank |
| Fee amount and fee asset | Accountant |
| Fiat value of transfer and fee at the time | Accountant, tax authority |
| Rate source and methodology | Auditor |
| Internal reference | Accountant |
| Initiator and approver | Auditor |

## Per conversion to fiat

| Document | Requested by |
|---|---|
| Provider conversion record: asset, quantity, rate, gross, fee, net | Accountant, bank |
| Transfer confirmation | Bank |
| Evidence of how the crypto was acquired, or the invoice it settles | Bank, tax authority |
| Statements from the venue where it was held | Bank |

Filed together, per conversion. Assembling afterwards is the difference between answering in a call and spending weeks.

## Per counterparty

| Item | Purpose |
|---|---|
| Registered destination addresses, with network | Payment control |
| Who registered each, and when | Audit trail |
| The supplier or client relationship it belongs to | Quarterly review |
| Out-of-band confirmation record for the address | Fraud defence |

## Retention

Anti money laundering rules typically require five years after the end of a relationship. Tax retention periods vary by jurisdiction and are frequently longer. Above certain thresholds different definitions apply, published by [a provider serving funds and family offices](https://collectnexchange.cy/industries/funds-family-offices).

Retain provider records independently. Access to a provider's dashboard frequently ends at termination rather than at the end of any retention period.

## Before terminating a provider

Export the complete history first. Several providers revoke access at termination, and records that exist but cannot be reached are not records.

## The rate methodology

Choose one, write it into the accounting policy, and confirm the provider's export uses the same one.

Options: the rate at the transaction timestamp, the daily closing rate, or the daily average. Any is defensible; switching between them is not. For the full published set rather than this summary, [a regulated crypto exchange](https://collectnexchange.cy/services/crypto-exchange) states its terms openly.

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This article explains how something works. It is not financial advice.
Canonical HTML version: https://thecoinreference.com/record-keeping-requirements/