Four categories of record are worth keeping as a matter of routine.
Transaction records — sales contracts, invoices, purchase orders and shipping documents bearing the mark. The goods named on invoices should correspond to the registered items.
Physical evidence — products, packaging, labels and manuals bearing the mark, together with production batch records or inspection reports that fix the date.
Marketing materials — trade fair materials; advertising contracts placed through established media channels, with proof of publication or broadcast; and web pages preserved by notarization or timestamping. Material from your own website and social media accounts carries less weight on its own.
Platform records — product listings, transaction data and seller back-end records from e-commerce platforms, exported and time-stamped at regular intervals.
Where the mark is used by an affiliate or a licensee, keep the written license on file. Without it, that use may not be credited to the registrant.
