British Columbia · Google Sheet template

Tenancy records inventory

One row per class of record: why it's kept, where, who can see it, and the basis for keeping it. Retention is a reason with a review date, not a blanket deletion date. Holds pause any disposal. No live tenant data belongs in the public example.

Live Google Sheet

Claude Co-Work › Platuni Compliance Hub. Totals, shortfall count and balance (with and without disputed) verified on import.

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Preview

Seven synthetic record classes. Blue cells are formulas.

Summary	Recorded classes	=COUNTA(A:A)	With personal info	=COUNTIF(C:C,"Yes")	Under hold	=COUNTIF(H:H,"Yes")	Reviews overdue	=COUNTIFS(G:G,"<"&TODAY())
Recorded class	Purpose	Personal info	Where held	Who can access	Retention basis	Review date	Hold?	Hold?
SAMPLE Tenancy agreements and addenda	Evidence of the terms	Yes	Drive › Tenancies › [unit]	Owner; bookkeeper	Life of tenancy + limitation period	2027-09-01	No
SAMPLE Condition inspection reports	Baseline and end state	Yes	Drive › … › Inspections	Owner	Life of tenancy + claim window	2027-09-01	Yes	Deposit dispute filed 2026-08 (unit 3)
SAMPLE Applicant screening files	Consistent decision record	Yes	Locked cabinet	Owner only	Minimum one year after decision, then destroy	2027-03-01	No
SAMPLE Rent ledger	Factual payment history	Yes	Accounting system	Owner; bookkeeper	Tax record-keeping period	2033-01-01	No

Field definitions

Record class: A kind of record, not a document
Purpose: Why it's kept, in words you could say to the tenant
Personal information?: Yes / No / Some; drives the summary
Where held / who can access: Location and the people, not roles in the abstract
Retention basis: A reason (limitation period, tax period, PIPA minimum), never a bare date
Review date: When someone next asks whether it's still needed
Hold?: A dispute, claim or request pauses disposal
Source / note: Where the basis comes from; 'verify' until reviewed