Who has responsibility for tax records after the death of a tax preparation professional? My girlfriend's grandmother recently passed away. She ran a tax preparation and accounting business out of her home. She was in possession of decades worth of tax forms (returns, etc.) and similar documents that belonged to clients over the years, many of who are inactive. We have been unable to get a straight answer about our obligations for handling these documents. The accounts/clients from her business were sold to another woman. Is it legal for us to transfer everything to her possession? What if she refuses to take the documents? Is it legal for us to destroy/shred/etc. the documents? She was licensed/registered in Oregon, USA. Update After contacting the IRS a second time, and speaking with regulatory bodies in Oregon, we took the following actions: The woman who purchased the active clients took possession of the relevant records. Records older than 10 years could be destroyed (though we still chose to try to return them) Individual records more recent than 10 years: Attempted to contact the owners and allow them to retrieve their documents. Provided a 7 day grace period to respond before destroying their records. Commercial records more recent than 10 years: Used the Oregon Secretary of State business search to find active businesses and offered to return the documents: Oregon SOS Business Search Inactive businesses not associated with an individual client were destroyed Food for thought: About half of the businesses wanted the records, and the rest wanted them destroyed. Most individuals were very eager to retain their records, and grateful that we did not destroy them.
That really sucks. I've had similar experiences when handling the probate proceedings of lawyers who were not good about returning original wills to clients. I am providing an answer under general principles without researching Oregon specific accounting, record retention and probate laws, to at least give you a start although I recognize that a better answer would research these questions. The accounts/clients from her business were sold to another woman. Is it legal for us to transfer everything to her possession? Probably yes. There should be a government agency in Oregon that regulates accountants that has rules regarding that question. The linked rule seems to govern this situation. It says in Rule 801-030-0015(d) that: (d) Custody and disposition of working papers. (A) A licensee may not sell, transfer or bequeath working papers described in this rule to anyone other than one or more surviving partners or stockholders, or new partners or stockholders of the licensee, or any combined or merged organization or successor in interest to the licensee, without the prior written consent of the client or the client’s personal representative or assignee. (B) A licensee is not prohibited from making a temporary transfer of working papers or other material necessary to the conduct of peer reviews or for the disclosure of information as provided by section (1)(b) of this rule. (C) A licensee shall implement reasonable procedures for the safe custody of working papers and shall retain working papers for a period sufficient to meet the needs of the licensee’s practice and to satisfy applicable professional standards and pertinent legal requirements for record retention. (D) A licensee shall retain working papers during the pendency of any Board investigation, disciplinary action, or other legal action involving the licensee. Licensees shall not dispose of such working papers until notified in writing by the Board of the closure of the investigation or until final disposition of the legal action or proceeding if no Board investigation is pending. So, a transfer to a successor firm appears to be permitted. What if she refuses to take the documents? Her probate estate could retain them and stay open, they could be returned to clients, or there could be a rule established by the Oregon body that regulates accountants that authorizes a central depository of such records. In Colorado, for example, in the case of law practices with no successors, original wills and estate planning documents can be deposited in the records of the court with probate jurisdiction that has jurisdiction over the territory where the decedent's practice was located. But, I could not locate any provision of this kind in Oregon law. Is it legal for us to destroy/shred/etc. the documents? In many cases, yes. Some states, by statute or regulation, and others by custom, allow business records to be destroyed as a matter of course, normally one year after the longest statute of limitations that could apply to a dispute where the records would be relevant (often seven years since the longest normally applicable tax statute of limitations is six years). Destroying tax returns is usually not a big concern because a transcript of the old tax returns can be ordered from the tax collection agency where they were filed. But, business records related to purchases of property and capital improvements and depreciation, and related to divorces, can be relevant for decades after they were created, so the more honorable course of action would be to make at least a cursory effort (such as a postcard sent to a last known address of each client with a deadline for requesting a return of their file) to return the files of clients that include original business records as opposed to mere copies of tax returns. Oregon has a seven year retention rule for most purposes pursuant to Rule 801-030-0015(e) which is linked above: (e) Retention of attest and audit working papers. (A) Licensees must maintain, for a period of at least seven years, the working papers for any attest or compilation services performed by the licensee together with any other supporting information, in sufficient detail to support the conclusions reached in such services. (B) The seven-year retention period described in paragraph (A) of this subsection is extended if a longer period is required for purposes of a Board investigation as provided in paragraph (d)(D) of this rule and OAR 801-010-0115(3). The referenced rule in that rule states: (3) Requirements upon resignation. Upon resignation, a former licensee is required to: (a) Surrender the CPA certificate or PA license to the Board; (b) Take all reasonable steps to avoid foreseeable harm to any client, including but not limited to providing written notice of resignation under this section to all clients and inform all clients of where client records and work papers will be stored and of the clients’ right to secure copies of all such records and work papers at no cost to the client; (c) Maintain client records for a period of at least six years, or return such records to the client; and (d) Continue to comply with the requirements of OAR Chapter 801 Division 030 pertaining to confidential information and client records. (e) For the purpose of subsection (b) above and unless otherwise required by the Board, a resigning licensee of a registered firm is required to give written notice to only those firm clients for which the resigning licensee was the sole or primary CPA on an engagement, an engagement leader, or the client relationship manager. In practice, the consequences of destroying a record that shouldn't have been destroyed are likely to be minimal, because any recovery would be limited to the assets of the estate and there is a time limit for making claims against estates which is quite strict, and your grandma has no license to revoke. But, again, the honorable thing to do in order to honor her legacy and do right by her former clients would be to either transfer the records to a successor firm or to attempt to return them, as she would be required to do if she had surrendered a license during life.
If you want to protect yourself or any property interests you may have in this circumstance you have to talk to a lawyer. You cannot get (or trust) legal advice from the internet. I will, however, make the following personal observations: I only provide a W-9 to people who are paying me money, and who request it as a condition of paying me. I don't know of a legal requirement to supply it after the fact. However, not providing it to someone who did pay you more than $600 in a tax year could certainly make it difficult for them to comply with their tax filing obligations. I do not sign any agreements, assignments, or contracts, without what I consider to be fair consideration. E.g., if on leaving a job (as has happened) I am asked by a former employer to sign something that I am not already obligated to sign due to some prior contract, then I negotiate what is commonly called a "severance package." They pay me and/or extend benefits, and I sign something that limits their liability.
The legal requirement to hand over the returns is found in 26 U.S. Code § 6103: (f) Disclosure to Committees of Congress (1) Committee on Ways and Means, Committee on Finance, and Joint Committee on Taxation Upon written request from the chairman of the Committee on Ways and Means of the House of Representatives, the chairman of the Committee on Finance of the Senate, or the chairman of the Joint Committee on Taxation, the Secretary shall furnish such committee with any return or return information specified in such request, except that any return or return information which can be associated with, or otherwise identify, directly or indirectly, a particular taxpayer shall be furnished to such committee only when sitting in closed executive session unless such taxpayer otherwise consents in writing to such disclosure. Enforcement is found in 26 U.S. Code § 7214 (a) Unlawful acts of revenue officers or agents Any officer or employee of the United States acting in connection with any revenue law of the United States— ... (3) who with intent to defeat the application of any provision of this title fails to perform any of the duties of his office or employment; or ... shall be dismissed from office or discharged from employment and, upon conviction thereof, shall be fined not more than $10,000, or imprisoned not more than 5 years, or both. The court may in its discretion award out of the fine so imposed an amount, not in excess of one-half thereof, for the use of the informer, if any, who shall be ascertained by the judgment of the court. The court also shall render judgment against the said officer or employee for the amount of damages sustained in favor of the party injured, to be collected by execution. These punishments are essentially identical to those in Section 7213, which describe the punishments for those who unlawfully release returns. I've seen that section quoted in some articles as the basis for punishing failure to provide requested returns to the Chair of the House Ways and Means committee, but I'm not really seeing how that section covers non-compliance. Non-compliance seems only covered by Section 7214, which requires the "intent to defeat" (or various other issues, such as not disclosing known violations to the Secretary, etc.). That may be hard to prove in this scenario, and part of the stalling by Mnuchin may in part because they are exploring if they can build a strong case that it wasn't his intent to defeat the title. The quote of his you note is particularly on point on this, as he explicitly says he intends to obey the law; he's just questioning the constitutional issues involved.
It's true that you can't prove what was in the envelope. But assuming this ends in small claims court or some sort of collections action lets play out how it works. The company is going to claim that they never got notice of cancellation. They will plead ignorance so they won't have any evidence of what you didn't send. That's obvious, but more on this later. You are going to have a trove of evidence. The emails you sent, the webforms you filled out, the voicemails you left. And finally, the letters that you sent. Let's think about the weight of evidence! At the very least you can ask them, if they claim they didn't get a cancellation from you, what did they get in that certified envelope from you? They'll need to produce whatever was in the envelope. Unless they claim that it was empty. At this point the judge will see exactly what is going on and you won't need to prove what was in the envelope. Legally, the way this works is covered by Rule 901. (a) In General. To satisfy the requirement of authenticating or identifying an item of evidence, the proponent must produce evidence sufficient to support a finding that the item is what the proponent claims it is. (b) Examples. The following are examples only — not a complete list — of evidence that satisfies the requirement (1) Testimony of a Witness with Knowledge. Testimony that an item is what it is claimed to be. It's that last piece that matters here. You will take the stand and testify that the letter you brought to court is a true copy of the letter in the envelope.
If a trespasser openly and notoriously, exclusively and continuously possesses your property by building a fence on your land for the right time period, they automatically own the land. It still takes a court proceeding to record the passing of title (the trespasser has to prove in court that it is legally theirs). The trespasser would also have to establish that the recent survey was correct (survey errors do exist): was there an earlier survey in connection with the fence that established different boundaries? If (as it turns out) this has become his property, he abstractly has title to it, but only you and he know about it. The trespasser may have an interest in officially changing the property description, because it will officially increase the size of his lot and thus the value of the house+land. This also will increase their tax burden (while decreasing yours). The county has no knowledge of the fence: they go off of the official record, which says that you own that wedge. You also may have an interest in changing the property description, primarily to reduce your tax bite. There could also be issues with your resale of the property, since a mortgage company may require a survey of the property. Whether or not that is bad is hard to say: the consequence could be that the buyer is alerted to the fact that the lot is smaller than advertised and so on; in the current market I doubt anyone would care. If the fence goes away and you start using the land, then it will officially revert to you after a while. If you catch the party and complain within 10 years, you may recover the property (RCW 7.28.010). The limitations statute says that The period prescribed for the commencement of actions shall be as follows: Within ten years: (1) For actions for the recovery of real property, or for the recovery of the possession thereof; and no action shall be maintained for such recovery unless it appears that the plaintiff, his or her ancestor, predecessor or grantor was seized or possessed of the premises in question within ten years before the commencement of the action. That ship has (apparently) long since sailed. There is a different law pertaining to "Adverse possession under title deducible of record" which shortens the limit to 7 years, which is even less useful to the original owner. RCW 7.28.070 also shortens the time limit for an adverse possession case, to 7 years: Every person in actual, open and notorious possession of lands..who shall for seven successive years continue in possession, and shall also during said time pay all taxes legally assessed on such lands or tenements, shall be ... the legal owner of said lands There is another (more recent) tax-related provision, RCW 7.28.083. (1) A party who prevails against the holder of record title at the time an action asserting title to real property by adverse possession was filed, or against a subsequent purchaser from such holder, may be required to: (a) Reimburse such holder or purchaser for part or all of any taxes or assessments levied on the real property during the period the prevailing party was in possession of the real property in question and which are proven by competent evidence to have been paid by such holder or purchaser; This does not require them to have paid taxes, it say that the victor in the dispute may nevertheless be ordered to reimburse taxes paid by the other party (assuming the other party has paid the tax). So there is some chance of getting the taxes back. The reimbursement is at the court's discretion (continuing that section): (2) If the court orders reimbursement for taxes or assessments paid or payment of taxes or assessments due under subsection (1) of this section, the court shall determine how to allocate taxes or assessments between the property acquired by adverse possession and the property retained by the title holder. In making its determination, the court shall consider all the facts and shall order such reimbursement or payment as appears equitable and just. One should also pay attention to the last provision in that statute: (3) The prevailing party in an action asserting title to real property by adverse possession may request the court to award costs and reasonable attorneys' fees. The court may award all or a portion of costs and reasonable attorneys' fees to the prevailing party if, after considering all the facts, the court determines such an award is equitable and just. That means that the victor can request the loser to pay his attorney's fees. This is delicate math, balancing the chance of recovering some paid taxes vs. paying the other guy's costs. You could try calling the assessor to find out how much the decrease in lot size might net you (the land vs. improvement proportion of taxes is all over the map in KC, easily ranging from 60% to 250% depending on year). One additional feature of adverse possession is that it must be "hostile", i.e. without permission. If a neighbor builds on your land, you can explicitly give them revocable permission (to avoid "no you didn't" arguments, explicit and revocable written permission, signed by the neighbor, would bar an adverse possession claim). This raises an interesting question, to which I don't know the answer. Suppose the prior owner gave permission to the fence builder, and did not demand the removal of the fence when he sold the property or right after the neighbor sold his property (there was only on act of granting permission). Does the clock start from your acquisition of the property (whereupon the element of hostility is satisfied)? Or does it start from the point where they acquired the property and were in hostile possession of the land (I would bet a quarter that that's the answer). If (or, given that) the fence was moved further onto your property more recently, there is a chance to recover the newly-taken piece of land. If you grant them revocable permission to build a fence on your property, you would not be subject to an adverse possession taking for the newly-taken land. If at some point you tell them to tear down the fence and they refuse, you can sue them and the court will (almost certainly) order the removal of the fence. The neighbor might then initiate an action to quiet title on the originally-taken piece of land, so you'd be back to where you were 4 years ago. From a practical perspective, this is well-worth the small amount of money involved to consult with an attorney to get legal advice. The legal matter probably will not go away quickly, and they may be presently inclined to settle in a manner more in your favor.
As Polygnome points out in the comments, the first step is to determine who owns the original copyright on your mother's work now. This will be her heirs. If you are the sole heir then no problem. If the copyright was explicitly left to you in her will, also no problem. If there are multiple heirs and no explicit assignment of the copyright, then problem. The copyright will probably be considered part of the chattels of the estate (i.e. everything except real estate). If those are allocated fractionally (e.g. half each to two siblings) then the copyright probably followed that principle, unless you have already come to some agreement about it. If you are on good terms with the siblings then the best bet is to just make a deal for their part of the copyright. You could just ask them to sign it over to you, or you could cut them in for a percentage of future royalties. That makes the situation 100% clear, and any publisher is going to require 100% clarity before they consider offering a contract. Once you have the whole copyright you can go ahead and register. I've looked through the registration process and it doesn't actually ask about derivative works. What it wants to know is whether you own the copyright, and who were the authors (including works for hire). So just fill it in on that basis.
The acts in question don't distinguish between online and in person sales. Both are retail sales. A retail sale is a sale for use rather than a wholesale sale for resale. Wholesale sales are exempt from sales tax and so are easy to distinguish. Online sales are still retail sales. It is a distinction without a difference. Sales and Use Tax Law § 6007(a)(1) and common law case law would suffice. There is also case law under the UCC, and the relevant federal statutes. But, I doubt that the argument of the vendor would be that it didn't make a retail sale (at least once their lawyers got involved). More importantly, there is nothing that says that online sales aren't retail sales. Bob should contact the online sales department to seek a remedy since he was advised by the company to contact that department. But the part of the company handling his complaint doesn't change his rights. Warranty rights don't depend upon the intent of the parties. If a warranty arises and it good isn't as warranted, there is a legal right to a remedy. If a store doesn't honor one's legal warranty rights, then you sue the store for damages, typically, in a court of limited jurisdiction, or if there is an arbitration clause, in a consumer arbitration forum (some of which are not actively doing business due to controversies in recent years, leaving a judicial forum open).
There are a variety of reasons a judge might be disqualified. It could be that the judge was previous an attorney who represented someone (defendant, victim, key witness) involved in the case, it could be that the judge was a family member or former employer of the defense attorney, it could be that someone close to the judge or the judge personally was a victim of another crime committed by the person, it could be that the defendant or the defendant's family was a personal or family friend. The prior involvement in the protective order case could be a factor as well. The record isn't detailed enough to know. "Held" in this context means that the hearing scheduled for 1:30 p.m. on that date noted was actually conducted, rather than being continued or vacated for some reason. Your guess is as good as mine regarding "CFW" and "DB" in this context. My best guess for DB is "daily booking" and CFW might be either the removed or replacement judge's initials (e.g. Carol Francis Wilson) but those are just wild guesses. Neither appears on a list of Oregon Department of Corrections acryomns or this criminal background check abbreviation list, or this list of Oregon law enforcement abbreviations. The only matches on this list of law enforcement abbreviations and none of the matches to DB (dog bite, dead body, detective bureau) make a lot of sense in this context.