Oregon Document Organizer and Retention

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State:
Multi-State
Control #:
US-1139BG
Format:
Word; 
Rich Text
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Description

Many financial experts recommend that you keep your personal documents in a safe deposit box and a home file. As a general rule, keep any item in your safe deposit box if: (1) it must be used to prove ownership in case of an insurance loss; (2) it must be used to claim a future benefit, such as a pension; (3) it is small and valuable and you do not use it often; or (4) it is difficult to replace and you do not use it often. Be sure to check with your bank about any state laws which may limit access to your safe deposit box. For example, some states, for estate tax purposes, seal the box after the owner's death. Under what conditions can your heirs open your box? How long must they wait? Do you have a co-owner or co-signer for your safe deposit box?
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FAQ

Six Key Steps to Developing a Record Retention PolicySTEP 1: Identify Types of Records & Media.STEP 2: Identify Business Needs for Records & Appropriate Retention Periods.STEP 3: Addressing Creation, Distribution, Storage & Retrieval of Documents.STEP 4: Destruction of Documents.STEP 5: Documentation & Implementation.More items...?

Six Key Steps to Developing a Record Retention PolicySTEP 1: Identify Types of Records & Media.STEP 2: Identify Business Needs for Records & Appropriate Retention Periods.STEP 3: Addressing Creation, Distribution, Storage & Retrieval of Documents.STEP 4: Destruction of Documents.STEP 5: Documentation & Implementation.More items...?

A document retention policy is a company policy, which establishes the customary practice and guidelines regarding the retention and maintenance of company records, and sets forth a schedule for the destruction of certain documents received or created during the course of business.

Alternate methods for managing e-mail messages include: Printing e-mail messages and filing them with the appropriate records. Establishing an electronic file management structure and filing e-mail messages in it. The filed e-mail message shall be considered the official copy of the record.

For example, if financial records have a retention period of five years, and the records were created during the 1995-1996 fiscal year (July 1, 1995 - June 30, 1996), the five-year retention period begins on July 1, 1996 and ends five years later on July 1, 2001.

A document retention plan is a policy that provides for the systematic review, retention and destruction of documents.

A comprehensive document retention policy would have directed the company to its relevant documents. Any policy should also state the names of the custodian(s) of the information and should list the types of servers and backup tapes that are used.

A document retention policy establishes and describes how a company expects its employees to manage company information (whether in electronic files, emails, hard copies, or other formats) from creation through destruction, according to applicable laws and the company's particular legal and business needs.

Retention policies help to manage many risks including lost or stolen information, excessive backlog of paper files, loss of time and space while internally managing records and lack of organization system for records, making them hard to find, just to name a few.

A document retention policy identifies confidential information and categorizes it by how and where documents are stored (electronically or in paper) and the required retention period based on federal, state, and other regulatory requirements.

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Oregon Document Organizer and Retention