mmcourt

OK, yes, I understand the reality of using every measure possible to locate people for the reasons you note above. Personally, I think that is the real reason ERISA requires we mail these things out every year. But, the real question is - after exhausting all measures, am I really required to store the hard copy as evidence? I would prefer to document the steps taken to locate the individual, then shred the hard copy. All of these boxes of paper are driving me crazy! And I would think the Fire Marshall would agree. However, storing boxes of paper for seven years vs. being tagged and possibly fined in an audit - I'll take the storage problem.

We mailed hard copies of our SAR, and of course a large percentage were returned due to bad addresses. The prior administrator stored the returned mail for 7 years, creating a lot of boxes with paper in them that we will never access. I would like to rid myself of these boxes. Can I: 1) make a note on the spreadsheet that was used for creating the mailing, noting that it was returned and why, along with any additional action taken, such as if the letter was resent to an updated address provided by the Post Office; or 2) scan the front of the envelope and store in an electronic file. Any advice would be much appreciated.