License maintenance, renewal, reporting obligations, and recordkeeping
Renewal and maintenance
A license is not permanent. Renewal must be filed on the CLEET-set cycle with the required fee and any continuing education or training. Late renewal can trigger a penalty, reinstatement procedure, or lapse in authority. A licensee must keep CLEET informed of a legal name change, address, telephone number, and employment or agency affiliation. An agency must report changes in its qualifier, ownership, officers, or closure. A licensee who is arrested, charged, or convicted of a disqualifying offense must make the required report; failing to report is often a separate violation.
Recordkeeping
Maintain client contracts, case files, surveillance logs, evidence receipts, billing records, and personnel records. Records should be accurate, secure, and retained for the required period. Confidential client information must be protected from unauthorized access or disclosure. For evidence, keep a written chain-of-custody log showing who collected the item, the date and time, a description, where it was stored, and every transfer.
Worked example
An investigator moves, starts a solo practice, and keeps an old agency affiliation on file. A client complains about an unrelated matter. CLEET discovers the outdated employment and agency records. Even if the investigative work was competent, the administrative violations can support discipline. The correct approach is to notify CLEET within the required time, update the affiliation, and keep copies of the filings.
Traps
Assuming renewal is automatic is a frequent mistake. Forgetting an address change, discarding case files too early, commingling evidence, or failing to document a chain of custody can create liability. Do not treat client files as personal property after a business closes; follow the applicable retention and notification rules.