LobbyComply Blog

Question: I’m a registered lobbyist in multiple states—how long do I need to keep my notes, meeting records, and receipts? Is it okay to get rid of them after the report is filed?

Answer: No. The best practice is to maintain your records for the full period required by each jurisdiction where you are registered. You should also be aware of whether any of those jurisdictions conduct regular or random audits, as you may need to produce your records during that process.

Most jurisdictions set a specific retention period for lobbying records. If you are registered in multiple states, it’s usually simplest—and safest—to follow the longest retention period among them. For example, if you are registered in both Washington and Idaho, you may choose to keep all records for five years, which matches Washington’s requirement, rather than maintaining separate timelines (three years for Idaho and five for Washington).

Registering as a lobbyist brings reporting obligations, but it also creates responsibilities for proper record maintenance, and it may subject your records to audit. Maintaining complete and accurate records helps substantiate the information included in your reports and reduces risks during an audit or investigation. Make sure to keep all required documents for the full period mandated by each jurisdiction to avoid future compliance issues.

Some states conduct regular audits. In 2025, Connecticut randomly selected 30 client lobbyist names for audit. Florida’s Legislative Auditing Committee selects a random sample of 3% of all lobbying firms each year for compensation report audits. Tennessee audits the registration statements, amendments, and lobbying reports of up to 4% of lobbyists annually.

Keeping your records organized and preserved for the required period ensures you are prepared if you are ever selected for an audit.

More information about procurement lobbying requirements can easily be found on our website in the Document Retention and Audits section of the Lobbying Compliance Guidebook. Not a subscriber yet, sign up for your free demo today.