How long must an electronic filing provider maintain copies of advertisements?

The correct duration for maintaining copies of advertisements by an electronic filing provider is until the end of the calendar year following the last use. This practice is essential to ensure compliance with regulatory requirements and provides a clear timeline for record retention. By retaining records up until the end of the next calendar year, electronic filing providers can effectively respond to inquiries or audits regarding advertising practices and ensure that they have documentation available for review within a defined and reasonable timeframe.

Retaining records for shorter periods, such as one or three years, may not provide sufficient coverage, especially for compliance verification or auditing processes that may occur later. Keeping records for five years would exceed the regulatory requirements, which may create unnecessary administrative burdens and storage challenges without providing additional benefits for compliance.