Get the free Records Retention and Destruction Schedule

OFFICE OF THE ATTORNEY GENERAL RECORDS RETENTION AND DESTRUCTION SCHEDULEState of South Dakota Bureau of Administration Records Management Program (605) 7733589Printed on Recycled PaperACKNOWLEDGEMENTS

How to fill out records retention and destruction

How to fill out records retention and destruction

1. Identify the types of records your organization needs to retain and the corresponding retention periods specified by regulations or internal policies.
2. Create a records retention schedule outlining the retention periods for each type of record.
3. Implement a system for organizing and storing records in a way that facilitates easy retrieval and destruction when the retention period expires.
4. Regularly review and update the records retention schedule to ensure compliance with any changes in regulations or business needs.
5. Develop and document a records destruction process that includes proper methods for securely destroying records, such as shredding or electronic wiping.
6. Train employees on the records retention and destruction policies and procedures to ensure compliance.

Who needs records retention and destruction?

1. Any organization, regardless of size or industry, that creates and maintains records as part of its operations.
2. Legal and regulatory compliance requirements often mandate records retention and destruction practices for certain types of records.
3. Businesses that handle sensitive or confidential information may need records retention and destruction to protect data privacy and security.
4. Records retention and destruction can also help reduce clutter and streamline information management for improved efficiency.

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What is records retention and destruction?

Records retention and destruction refers to the policies and procedures that organizations follow to manage their records throughout their lifecycle, including storing, preserving, and disposing of them when they are no longer needed.

Who is required to file records retention and destruction?

All organizations, businesses, and entities that generate or receive records are typically required to have records retention and destruction policies in place.

How to fill out records retention and destruction?

To fill out records retention and destruction, organizations need to document their policies for how long different types of records should be kept, how they should be stored, and how they should be disposed of.

What is the purpose of records retention and destruction?

The purpose of records retention and destruction is to ensure that organizations comply with legal requirements, protect sensitive information, and efficiently manage their records.

What information must be reported on records retention and destruction?

The information that must be reported on records retention and destruction typically includes the types of records kept, how long they are kept for, where they are stored, and how they are disposed of.