Records to Keep, and for How Long

Per transaction

Check any definition below against a 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.

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 states its terms openly.