Get the free RECORDS RETENTION POLICY ADDENDUM "A"

UNIVERSITY OF ALABAMA AT BIRMINGHAM RECORDS RETENTION POLICY ADDENDUM “A RECORDS RETENTION SCHEDULE CategoryMinimum Recommended Retention PeriodDescription of Documents/RecordsBasis for Retention

How to fill out records retention policy addendum

How to fill out a records retention policy addendum:

1. Start by reviewing your existing records retention policy. Familiarize yourself with the main document and understand the purpose and scope of the addendum.
2. Gather all relevant information and documentation. This may include legal requirements, industry standards, and internal policies that need to be incorporated into the addendum.
3. Clearly identify the specific records or categories of records to which the addendum applies. Define the retention periods for each type of record, indicating how long they should be retained before they can be disposed of.
4. Consider any exceptions or special circumstances that may affect certain records. For example, certain records might need to be retained for a longer period due to legal requirements or pending litigation.
5. Ensure that the language used in the addendum is clear, concise, and easy to understand. Avoid using technical jargon that may confuse employees or other stakeholders.
6. Include procedures for record management, such as how records should be organized, stored, and accessed. This should include guidelines for both physical and electronic records.
7. Outline responsibilities and roles. Clearly define who is responsible for managing the records and who has the authority to make changes or updates to the addendum.
8. Review the addendum for accuracy and completeness. Make sure all necessary information is included, and ensure that it aligns with the overarching records retention policy.
9. Seek legal or compliance advice if needed. Depending on the nature of your organization and the types of records involved, it may be wise to consult with legal or compliance professionals to ensure that the addendum meets all necessary legal requirements.

Who needs a records retention policy addendum:

1. Organizations that have an existing records retention policy. If your organization already has a records retention policy in place, it may be necessary to create an addendum to address specific records or categories of records that were not initially covered.
2. Organizations subject to legal or regulatory requirements. Certain industries, such as healthcare, finance, and government, have strict rules and regulations regarding records retention. These organizations may need to create a records retention policy addendum to ensure compliance with these legal requirements.
3. Organizations that handle sensitive or confidential information. If your organization deals with sensitive customer data, personal information, or proprietary business information, it is crucial to have a records retention policy addendum that outlines how these records should be managed, stored, and disposed of.
4. Organizations experiencing changes or updates in record management practices. If your organization has undergone changes in technology, storage systems, or recordkeeping practices, it may be necessary to update your records retention policy and create an addendum to reflect these changes accurately.

Note: It is important to consult with legal, compliance, or records management professionals to ensure that your records retention policy addendum meets all necessary legal requirements and industry standards.

For pdfFiller’s FAQs

How can I send records retention policy addendum for eSignature?

To distribute your records retention policy addendum, simply send it to others and receive the eSigned document back instantly. Post or email a PDF that you've notarized online. Doing so requires never leaving your account.

How do I complete records retention policy addendum online?

pdfFiller has made it simple to fill out and eSign records retention policy addendum. The application has capabilities that allow you to modify and rearrange PDF content, add fillable fields, and eSign the document. Begin a free trial to discover all of the features of pdfFiller, the best document editing solution.

How do I make changes in records retention policy addendum?

pdfFiller allows you to edit not only the content of your files, but also the quantity and sequence of the pages. Upload your records retention policy addendum to the editor and make adjustments in a matter of seconds. Text in PDFs may be blacked out, typed in, and erased using the editor. You may also include photos, sticky notes, and text boxes, among other things.

What is records retention policy addendum?

The records retention policy addendum is a document that outlines the specific guidelines and procedures for retaining and disposing of records within an organization.

Who is required to file records retention policy addendum?

All organizations, businesses, and institutions are required to file a records retention policy addendum.

How to fill out records retention policy addendum?

You can fill out the records retention policy addendum by clearly outlining the retention periods for different types of records, specifying who is responsible for managing the records, and detailing the procedures for record disposal.

What is the purpose of records retention policy addendum?

The purpose of the records retention policy addendum is to ensure that records are properly managed, retained for the required period, and disposed of in a timely manner.

What information must be reported on records retention policy addendum?

The records retention policy addendum must include the types of records being retained, the retention periods for each type of record, the responsibilities of individuals managing the records, and the procedures for record disposal.