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Records Retention Schedule Change Request INSTRUCTIONS: Use this form to request a change in your existing Records Retention Schedule. Your Departmental Records Coordinator must sign and date this

How to fill out records retention schedule change

How to fill out records retention schedule change:

1. Review the existing records retention schedule: Start by examining the current records retention schedule to identify which records need changes. Determine if any additions, modifications, or removals are required.
2. Identify the records to be updated: Once you have reviewed the retention schedule, identify the specific records that need to be changed. This may include records that are outdated, no longer relevant, or require longer retention periods.
3. Consult with relevant stakeholders: Reach out to key stakeholders within your organization, such as legal, compliance, and department heads, to gather their input and ensure that any changes align with legal and regulatory requirements.
4. Determine the new retention periods: Research and understand the legal and regulatory guidelines for records retention in your industry. Based on this information and the input from stakeholders, determine the new retention periods for the records in question.
5. Document the changes: Update the records retention schedule document with the identified changes. Clearly indicate the record type, the previous retention period, and the new retention period for each record. Make sure to include any supporting justifications or legal references.
6. Communicate the changes: Share the updated records retention schedule with all relevant parties, including employees, managers, and any other personnel involved in record-keeping. Ensure that everyone understands the reasons behind the changes and complies with the updated schedule.

Who needs records retention schedule change?

1. Organizations undergoing legal or regulatory changes: Companies that operate in industries with frequently changing regulations may need to update their records retention schedule regularly to comply with new guidelines.
2. Businesses with evolving record-keeping needs: As a company grows or changes its operations, the types of records it generates and the relevant retention periods may also change. It is essential for these organizations to periodically review and modify their records retention schedule.
3. Companies with outdated or inconsistent records management policies: If an organization recognizes that its existing records retention schedule is outdated, inconsistent, or fails to align with legal requirements, it may need to undertake a comprehensive records retention schedule change to ensure compliance and effective record-keeping practices.
4. Entities facing litigation or audits: In situations where a company is facing litigation or undergoing an audit, it may be necessary to revise the records retention schedule. This ensures that relevant records are retained for as long as legally required and are readily available when needed for legal proceedings or audit purposes.

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What is records retention schedule change?

Records retention schedule change is a modification made to the established timeframe for retaining and disposing of records within an organization.

Who is required to file records retention schedule change?

Organizations and businesses that handle sensitive information and have established records retention policies are required to file records retention schedule change.

How to fill out records retention schedule change?

To fill out records retention schedule change, the organization must review their current records retention schedule, make any necessary updates, and submit the changes to the appropriate governing body.

What is the purpose of records retention schedule change?

The purpose of records retention schedule change is to ensure that organizations are managing their records in accordance with legal requirements, industry standards, and organizational needs.

What information must be reported on records retention schedule change?

On records retention schedule change, organizations must report the updates made to the retention periods for different types of records, as well as the reasons for the changes.