Get the free Records Retention Policy template

Get Form

Show details

This due diligence form entails policies and procedures for the identification, retention, storage, protection and disposal of company records. This Records Retention Policy is intended to ensure

We are not affiliated with any brand or entity on this form

Fill out

Complete the form online in a simple drag-and-drop editor.

eSign

Add your legally binding signature or send the form for signing.

Share

Share the form via a link, letting anyone fill it out from any device.

Export

Download, print, email, or move the form to your cloud storage.

Why choose pdfFiller for your legal forms?

Learn more about security

All-in-one solution

pdfFiller offers a PDF editor, eSignatures, file sharing, collaboration tools, and secure storage—all in one place.

Easy to use

pdfFiller is simple, cloud-based, has a mobile app, and requires no downloads or a steep learning curve.

Secure and compliant

With encryption, user authentication, and certifications like HIPAA, SOC 2 Type II, and PCI DSS, pdfFiller keeps sensitive legal forms secure.

What is records retention policy

A records retention policy is a formal guideline for how long to keep different types of documents and records before they are destroyed or archived.

pdfFiller scores top ratings on review platforms

GOOD

JATIN

I like the software alot, I would just like to understand how to use the software better

DeeDee M

great

Kwesi h

Great so far

Nancy M

Interface is a little awkward from what I am used to (Windows Word) however everything else is great.

George "Bull" D

New experience for me.

Karan I

Show more Show less

Fill fillable records retention policy template form: Try Risk Free

Rate free records retention policy template form

4.8

satisfied

59 votes

Who needs records retention policy template?

Explore how professionals across industries use pdfFiller.

Records retention policy template is needed by:

Businesses managing sensitive data
Non-profits handling donor information
Schools maintaining student records
Government agencies complying with regulations
Healthcare organizations adhering to patient privacy laws

Comprehensive guide to records retention policy on pdfFiller

Understanding records retention policy

A records retention policy is crucial for organizations to manage their documents effectively. It outlines how long different types of records should be kept before they're disposed of, ensuring compliance with legal standards and facilitating easy access to information when required.

Records retention policy defines the schedule and process for maintaining and disposing of records, emphasizing regulatory compliance and organizational efficiency.
Effective records management includes identifying what records to retain, setting retention periods, and establishing procedures for secure destruction.

Why is a records retention policy essential?

A well-defined records retention policy helps organizations navigate a complex landscape of legal and business requirements. Without it, organizations risk excessive storage costs and legal repercussions.

Having a records retention policy ensures adherence to various regulations, such as HIPAA or GDPR, which dictate how sensitive data should be managed.
By retaining essential records, organizations can support business operations during audits or incidents that require access to historical records.
Proper document management reduces the risk of data breaches or non-compliance fines that could stem from mismanaged records.

What is the scope of the records retention policy?

Understanding the scope is key to creating an effective records retention policy. It identifies just what types of information should be retained and for how long.

Company records encompass documents related to operations, finances, HR, and compliance, each requiring different management.
The policy typically includes but is not limited to employee records, financial statements, contracts, and electronic communications.
Both business and personal information needs to conform to the policy, highlighting the importance of comprehensive coverage.

How to establish records retention periods?

Determining retention periods requires a balance of legal constraints and business needs. This section helps organizations set up structured timelines.

Different regulations mandate specific retention periods; consult legal counsel to ensure compliance.
Financial records should generally be retained for at least seven years, while some contracts may require longer retention based on their complexity.
Records should be securely destroyed in accordance with established procedures once they reach the end of their retention period.

How to implement a records retention schedule?

Creating a records retention schedule involves several systematic steps to ensure ongoing adherence to the defined policy. It promotes accountability across the organization.

Begin by listing all types of records and their respective retention periods; consult legal and industry standards for guidance.
Regular reviews and updates of the retention schedule are essential to reflect changes in regulations or business strategies.
Establish procedures for modifying the retention schedule and communicating updates across the organization.

How to fill out and manage your records retention policy form?

pdfFiller makes it easy to fill out your records retention policy form with a streamlined process. Users can harness powerful tools to ensure their policies are accurately filled and stored securely.

Follow a step-by-step guide provided by pdfFiller to ensure that every necessary component is completed.
Utilize features such as eSigning and collaborative editing to enhance the management of your documents.
Keep your forms compliant and accessible by leveraging cloud storage for easy retrieval and management.

What are best practices for document management?

Effective document management involves strategies that ensure record integrity and compliance. Regular audits can assess and improve the retention policy.

Engage team training and clear communication to maintain understanding and adherence to the records policy.
Utilize pdfFiller's collaborative features to enhance teamwork in document edits and ensure accuracy.
Conduct periodic reviews of the retention policy and document management practices to implement changes as necessary.

How to fill out the records retention policy template

1.

Start by accessing the pdfFiller platform and logging into your account.
2.

Locate the search bar and type 'records retention policy' to find a suitable template.
3.

Select the template that best fits your needs and click on 'Fill Now.'
4.

Begin filling out the template by entering your organization's name and contact information in the designated fields.
5.

Define the types of records your organization maintains and specify the retention period for each type.
6.

Include details about the methods of destruction for records once the retention period expires.
7.

Review the entire document for accuracy, ensuring all necessary fields are completed.
8.

Once reviewed, save your document by clicking on the 'Save' button, ensuring it is stored securely within your pdfFiller account.
9.

Finally, export the completed policy as a PDF or print it directly for distribution within your organization.