Guides / COI basics

How Long Should You Keep Certificates of Insurance?

By SubCover HQ · Updated Nov 1, 2026 · 3 min read

When a sub renews their policy and sends a new certificate, it's tempting to replace the old one and move on. Don't. The certificate that matters in a claim is the one that was current when the work was done, and claims can show up years later.

Why old certificates still matter

• Claims arrive late. Construction defect and completed operations claims can surface long after a project closes. Your state's statutes of limitations and statutes of repose set how long someone can bring a claim, and for construction work those periods can run for many years.
• You may need to tender a claim. If you're an additional insured on a sub's policy, you'll need to show which policy was in force on the work dates, who the insurer was, and what endorsements applied. The old certificate and endorsement copies are how you find that out.
• Insurance audits look back. Your own insurer's premium audit may ask for proof that subs paid during the policy term carried their own coverage.
• Disputes need a paper trail. If a sub claims they were insured, or a customer claims you never checked, your file is the evidence.

So how long?

There isn't one national number. A common approach is to keep certificates and related records for at least as long as claims about the work could be brought in your state, which for construction can be a decade or more, and many companies simply keep them permanently because digital storage costs almost nothing. Ask your attorney what period applies to your work and your contracts, and write it into your records policy.

What to keep with each certificate

• Every version of the certificate, including expired ones, not just the latest.
• Copies of key endorsements: additional insured (ongoing and completed operations), waiver of subrogation, primary and noncontributory, and per project aggregate where required. See additional insured endorsements explained.
• The signed subcontract or vendor agreement with the insurance requirements.
• The project or property, and the dates the sub or vendor actually worked.
• Your review notes and follow-up emails, especially for deficiencies and any approved exceptions.
• The agent's contact details from each certificate.

Organize so you can answer one question fast

The question you'll eventually be asked is: "What coverage did this sub have on this job, on this date?" Organize records by sub or vendor, with each certificate labeled by policy period, and link certificates to the projects or properties they covered. A spreadsheet can work for a small list; our free COI tracking spreadsheet template has columns for policy dates. Whatever you use, never overwrite last year's certificate with this year's.

Key takeaways

Keep every version of every certificate, plus the endorsements, contract, and review notes, for at least as long as claims could be brought in your state, and ideally longer. SubCover HQ keeps the full certificate history for each sub and vendor, so you can show what was in place on any date.

Frequently asked questions

Can I throw away a COI once it expires?

It's safer not to. The expired certificate is your record of what coverage was in place when the work was done, which is what matters if a claim arrives later.

Is a digital copy good enough?

For most businesses, yes. A clear PDF or scan is what you'll usually need to tender a claim or answer an audit. Ask your attorney if your contracts require originals.

Should I keep certificates for vendors I no longer use?

Yes. A claim about past work can come long after the relationship ends, so keep their records for the same retention period as active vendors.

What else should I keep besides the certificate?

Endorsement copies, the signed contract with insurance requirements, the dates the vendor worked, and your review and follow-up notes.

This guide is general information, not insurance or legal advice. Record retention periods depend on your state and contracts; confirm with your attorney.