Document retention policy template is a written legal document that safeguards your vital information after accidental, unauthorized, or questionable loss or destruction. The duration of time allotted to keep important information varies according to the laws of your organization.
A document retention policy template ensures that you do not lose, misplace, or mishandle important data. This document also enables you to monitor your employees and their use of computers in compliance with any legislation. It is generally used by those who have to safeguard their sensitive and confidential data.
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Document retention policies are usually written in a language that is easily understood by a layperson, and it is usually a set of rules, guidelines, or instructions, which are applicable in the specific state, province, or country where the document has to be retained. It can be a manual, a format manual, or a policy manual.
The most important aspect of a document retention policy is to ensure that the document is maintained in an organized manner so as to avoid problems when they arise later. Your document retention policy template should be clear and easily understandable for a layperson who will be handling and reviewing it.
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Policy templates will include all the necessary information for setting up the policy, and they will explain in detail how it will be implemented. These instructions can be of great help to those who are not technically literate.
In addition to the policies and guidelines, the document retention policy should clearly identify the purpose and effect of such a policy. There are two main purposes of such a document: firstly, to prevent loss or misuse of sensitive data, and secondly, to reduce cost for the organization by reducing the risk of expensive lawsuits.
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Another important thing to remember when preparing a document retention policy is that, as much as possible, you should have a policy that has an expiry date. This expiration date is usually a specified date after which the policy automatically expires, either automatically or by mutual agreement between the company and the individual employee.
It is advisable that you prepare and print a copy of your document retention policy on standard paper so that you can review it whenever it is needed. It is best to check the accuracy of your document retention policy on a regular basis and to ensure that your document retention policies remain accurate and current.
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If your policy is outdated, it may not provide adequate protection. You need to periodically review and update your policy so that it continues to give adequate protection to your data.
Once you have prepared your policy, you should have it reviewed by your legal advisor to make sure that it does not violate any law or regulations. The advisor may suggest certain amendments make the policy legally compliant and acceptable to the government. They will also provide you with a copy of the original document that contains all the necessary information.
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If you have a policy, you must ensure that your employees have a copy of the document retention policy in their files. If they do not have this, then they are not complying with the law and can be prosecuted for violating the law.
It is advisable that you keep a copy of the document retention policy in your office, so that any new documents that need to be retained can be placed into the file that contains the policy. You should also keep this policy on the same file for a minimum of two years, so that the policy is available if it is required at a later date.
Most policy templates are created with the guidance of an attorney or a lawyer. If you require a more in-depth policy, then it is advisable to discuss the issue with these professionals for further advice.