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POLICY NO: 0111 PAGE: 1 OF 7 LIBRARY POLICY MANUAL SECTION: 01 BOARD SUBJECT: RETENTION POLICY AND SCHEDULE St. Thomas Public Library Board RETENTION POLICY AND SCHEDULE FOR LIBRARY AND BOARD RECORDS

How to fill out retention policy and bscheduleb

How to fill out retention policy and schedule:

1. Identify the purpose: Begin by understanding the purpose of the retention policy and schedule. Determine what type of information or records need to be retained and for how long. This could include financial documents, legal files, employee records, etc.
2. Consult regulatory requirements: Research any industry-specific or government regulations that may dictate retention periods for certain types of information. Ensure compliance with these guidelines when creating your retention policy.
3. Determine retention periods: Decide how long each type of information should be retained. This may vary depending on the nature of the data and any applicable laws or regulations. Consult with legal counsel if necessary for guidance on retention periods.
4. Classify records: Categorize the different types of information that need to be retained. Create a classification system that makes it easy to identify and manage records. This can be based on the type of document, its importance, or any other relevant criteria.
5. Establish access controls: Determine who should have access to the various records and documents. Set up appropriate access controls to protect sensitive information and ensure only authorized personnel can view or modify the records.
6. Create a retention schedule: Develop a clear and organized schedule that outlines the retention periods for each category or type of record. This schedule should be easily understandable and accessible to all relevant stakeholders. Consider including a description of each record category and any required actions at the end of the retention period, such as destruction or archiving.

Who needs a retention policy and schedule?

1. Businesses of all sizes: Whether you are a small start-up or a large corporation, having a retention policy and schedule is important. It ensures that your organization complies with legal and regulatory requirements and helps manage records effectively.
2. Organizations subject to specific regulations: Certain industries, such as healthcare, finance, and legal services, have specific regulations regarding data retention. If your organization operates in these sectors, having a retention policy and schedule is crucial to remain compliant.
3. Government agencies and non-profit organizations: Government agencies and non-profit organizations often handle sensitive information and are subject to transparency and accountability requirements. A retention policy and schedule helps them manage records efficiently and in accordance with regulations.
4. Any organization concerned with data security and privacy: Retaining information for longer than necessary poses potential risks in terms of data security and privacy. A retention policy and schedule helps organizations keep track of their records and ensure sensitive information is disposed of appropriately.

In conclusion, filling out a retention policy and schedule involves understanding the purpose, complying with regulations, determining retention periods, classifying records, establishing access controls, and creating a clear schedule. This is necessary for businesses of all sizes, organizations subject to regulations, government agencies, non-profit organizations, and any organization concerned with data security and privacy.

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