Alberta · Google Sheets template
Tenancy records inventory template — Calgary
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; holds pause disposal. Alberta's PIPA is the reference: collect for a reasonable purpose, keep only as long as needed, secure it (verify).
Live Google Sheet
Claude Co-Work › Platuni Compliance Hub. Formulas verified on import.
Open Google SheetPreview
Blue cells are formulas; SAMPLE rows are synthetic.
| Summary | Record classes | =COUNTA(A6:A200) | With personal info | =COUNTIF(C:C,"Yes") | Under hold | =COUNTIF(H:H,"Yes") | Reviews overdue | =COUNTIFS(G6:G200,">0",G6:G200,"<"&TODAY()) | |
|---|---|---|---|---|---|---|---|---|---|
| Record class | Purpose | Personal info? | Where held | Who can access | Retention basis | Review date | Hold? | Hold reason | Source / note |
| SAMPLE Tenancy agreements and amendments | Evidence of the terms; fixed vs periodic | Yes | Drive › Tenancies › [unit] | Owner; manager | Life of tenancy + 2-year limitation (verify) | 2028-09-01 | No | RTA; Limitations Act — verify | |
| SAMPLE Move-in and move-out inspection reports | Deposit deduction prerequisite | Yes | Drive › … › Inspections | Owner | Life of tenancy + 2 years | 2028-09-01 | Yes | RTDRS application (suite) | Regulation — verify |
| SAMPLE Trust account records and interest statements | RTA ss.44–47 compliance | Yes | Drive › … › Deposits | Owner; bookkeeper | Life of tenancy + 2 years | 2028-09-01 | No | RTA — verify | |
| SAMPLE Rent increase notices and proofs of service | 365-day and notice compliance | Yes | Drive › … › Rent | Owner | Life of tenancy + 2 years | 2028-09-01 | No | RTA s.14 — verify | |
| SAMPLE Suite registration and permits | Registry status; safety compliance | No | Drive › Suite | Owner | Life of the suite | 2030-01-01 | No | Suite Registry — verify | |
| SAMPLE Screening files (declined) | Human rights defence; PIPA purpose | Yes | Locked; decision-maker only | Owner | Shortest period consistent with the AHRA complaint window — verify | 2027-09-01 | No | PIPA; AHRA — verify |
Field definitions
- Record class
- A kind of record, not a document
- Purpose
- In words you could say to the tenant (PIPA)
- Retention basis
- A reason (limitation period, RTA duty, complaint window), never a bare date
- Review date
- Drives 'overdue'
- Hold?
- An RTDRS application or human-rights complaint pauses disposal
- Source / note
- 'verify' until reviewed