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RECORDS RETENTION PROGRAM OFFICE OF GENERAL COUNSEL TABLE OF CONTENTS RECORD RETENTION GENERAL POLICY Page 2 CONTACT INFORMATION Page 5 EMAIL RETENTION POLICY Page 6 DEFINITIONS Page 9 LITIGATION
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How to fill out records retention program
How to fill out records retention program:
01
Start by evaluating your organization's needs: Assess the types of records you have, their importance, and the legal requirements or industry standards for retaining them. This will help determine the scope of your records retention program.
02
Create a records inventory: Identify all the records your organization produces or receives, both physical and electronic. Categorize them based on their content, format, and retention requirements.
03
Determine retention periods: Research and understand the specific retention periods required for different types of records, considering legal, regulatory, and business requirements. This might include consultations with legal experts or industry associations.
04
Develop retention policies: Create clear and concise policies that outline how long each category of record needs to be retained. Ensure that these policies are aligned with legal and regulatory requirements, as well as the needs of your organization.
05
Establish procedures for records disposal: Clearly define the steps and processes for disposing of records once their retention period has ended. This may involve methods like shredding physical documents or securely deleting electronic files.
06
Implement the program: Communicate the records retention policies and procedures to all relevant employees within your organization. Provide training and resources to ensure everyone understands their roles and responsibilities in complying with the program.
Who needs records retention program:
01
Businesses: All types and sizes of businesses can benefit from having a records retention program. It helps ensure compliance with legal and regulatory requirements, facilitates efficient information management, minimizes risks, and supports effective decision-making.
02
Government agencies: Government entities deal with a vast amount of information that needs to be retained for varying durations. A records retention program is crucial for maintaining transparency, securely managing sensitive data, and meeting legal obligations.
03
Non-profit organizations: Non-profits handle a range of records, including donor information, financial records, and program data. Implementing a records retention program helps protect the organization's reputation, ensures accountability, and allows for effective program evaluation.
In conclusion, filling out a records retention program involves evaluating needs, creating a records inventory, determining retention periods, developing policies, establishing disposal procedures, and implementing the program. This program is valuable for businesses, government agencies, and non-profit organizations to comply with regulations, manage information efficiently, and support organizational goals.
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What is records retention program?
A records retention program is a systematic approach to managing an organization's records throughout their lifecycle.
Who is required to file records retention program?
Any organization that generates or maintains records is required to have a records retention program.
How to fill out records retention program?
To fill out a records retention program, an organization should document their policies and procedures for managing records, including retention periods and disposal methods.
What is the purpose of records retention program?
The purpose of a records retention program is to ensure that an organization's records are managed effectively, in compliance with legal and regulatory requirements.
What information must be reported on records retention program?
A records retention program should include details on record types, retention periods, responsible personnel, and disposal methods.
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