Pennsylvania Document Organizer and Retention
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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.
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.
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.
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.
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.
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...?
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.
