Document Retention Means “How Long”
Document retention is a crucial aspect of document management because it ensures that important business information is kept for the appropriate amount of time, while unnecessary or obsolete documents are disposed of in a timely manner. Proper document retention also helps organizations comply with legal and regulatory requirements and can aid in the efficient functioning of an organization by reducing clutter and making it easier to find and access important information.
One of the key benefits of document retention is compliance. Many industries are subject to specific regulations that require the retention of certain types of documents for specific periods of time. For example, the healthcare industry is subject to HIPAA regulations that require the retention of patient records for at least six years, while the financial industry is subject to SEC regulations that require the retention of financial records for at least seven years. Failure to comply with these regulations can result in fines and penalties, so it is essential for organizations to have a document retention policy in place to ensure compliance.
Some other examples of compliance regulations include:
- The General Data Protection Regulation (GDPR) in the European Union regulates the handling of personal data
- The Payment Card Industry Data Security Standard (PCI DSS) for companies that handle credit card information
- The Federal Risk and Authorization Management Program (FedRAMP) for cloud service providers used by the US government
- The Health Insurance Portability and Accountability Act (HIPAA) for healthcare organizations in the US
- The Sarbanes-Oxley Act (SOX) for publicly traded companies in the US
- The Family Educational Rights and Privacy Act (FERPA) for educational institutions in the US
- The Children’s Online Privacy Protection Act (COPPA) for websites and apps directed toward children under 13 in the US
- The California Consumer Privacy Act (CCPA) is for companies doing business in California, US.
Another important aspect of document retention is the protection of sensitive information. Many organizations have confidential or sensitive information that must be kept secure to protect against data breaches and other security threats. For example, organizations dealing with financial information, employee data, legal documents, or customer data must have the necessary document retention policies in place to protect this sensitive information from unauthorized access or misuse.
Document retention also plays a critical role in the efficient functioning of an organization. When documents are retained for too long, they can become a burden, making it difficult to find and access the information needed to make important business decisions. On the other hand, when documents are disposed of too soon, important information may be lost, which can lead to costly mistakes or lost opportunities. By developing a document retention policy that is tailored to the specific needs of an organization, organizations can ensure that important information is kept for the appropriate amount of time, while unnecessary documents are disposed of in a timely manner.
We added a list of different document retention compliance structures:
- Legal compliance: Organizations must comply with various laws and regulations, such as those related to data privacy, data security, and intellectual property. This may involve retaining certain types of documents for specific periods of time, such as employee records or financial documents.
- Industry-specific compliance: Many industries have specific regulations and standards that organizations must comply with, such as HIPAA for healthcare organizations or SOX for financial institutions.
- Data protection compliance: Organizations must comply with regulations such as GDPR and CCPA that protect the personal data of individuals. This may involve implementing measures to protect sensitive information, such as encryption or secure document storage.
- Environmental compliance: Organizations must comply with regulations related to the disposal of sensitive documents, such as those that contain personal or confidential information. This may involve implementing secure document destruction procedures or using compliant recycling facilities.
- Government compliance: Organizations must comply with regulations set by government agencies, such as those related to taxes, labor laws, and other rules.
- Compliance with internal policies: Organizations often have their own policies in place for handling documents, such as retention schedules, access controls, and security measures.
- Records management compliance: Organizations must comply with regulations related to managing and keeping records, such as those that apply to public sector organizations.
- Archiving compliance: Organizations must comply with regulations related to archiving, such as those that apply to historical documents.
Additionally, proper document retention can aid in legal proceedings and disputes. If an organization is involved in a legal dispute, it may be required to produce certain documents as evidence. If these documents are not retained, the organization may be unable to provide the necessary evidence and could end up losing the case. By having a document retention policy in place, organizations can ensure that the necessary documents are retained and easily accessible in the event of a legal dispute.
Compliance when handling documents is a complex and ever-changing field that requires a thorough understanding of the various laws and regulations that apply to an organization. It is important for organizations to have a robust document management system in place and to regularly review and update their policies and procedures to ensure compliance with current regulations.
Overall, document retention is an essential aspect of document management that helps organizations to comply with legal and regulatory requirements, protect sensitive information, and function more efficiently. By developing a document retention policy that is tailored to the specific needs of an organization, organizations can ensure that important information is kept for the appropriate amount of time, while unnecessary documents are disposed of in a timely manner. This can lead to a reduction of legal and regulatory risks, better information management, and improved decision-making.