I am interested in the approach that Community members are taking when it comes to archival access of historical expense reports and receipts for purposes of future litigation or audit (financial or tax) support.

Currently, we rely on Concur as our archive of historical records. Can this be considered "Best Practices" if Concur can decide at any moment to cut off our access to their system, which holds our data?

If a tax auditor showed up tomorrow and asked to see all expense reports for 2017, we would need access to Concur to open, then download each report. Or if in 2025. seven years from now, we need copies of 2017 expense reports to defend ourselves against some future litigant (perhaps a disgruntled employee asserting unfair reimbursement practices), we must rely on the same future access. What if in the intervening years, we have migrated to a system other than Concur? What if Concur changes its business model, discontinues this application or, heaven forbids, goes out of business?

Is it prudent for us to rely on uncertain future access, or is it best practice to download copies of these reports to an archival system that does not rely on future Concur access? Am I thinking too conservatively?

Thanks for your feedback,

BenH

CFO, Bollinger Enterprises