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A Records Retention Policy sets clear rules for how long your organization keeps different types of documents and when to delete them. In Belgium, these policies help companies comply with the GDPR and local privacy laws while managing everything from employee files and financial records to customer data and contracts.

Beyond just following Belgian legal requirements, a good retention policy protects your organization by ensuring important documents aren't destroyed too early or kept longer than necessary. It helps staff know exactly what to keep, where to store it, and when to safely dispose of records - making daily operations smoother while reducing storage costs and legal risks.

Use a Records Retention Policy when your organization needs to manage large volumes of documents across multiple departments. Belgian companies face this need most urgently when preparing for data protection audits, scaling up operations, or merging with other businesses. It's especially vital for regulated sectors like healthcare, finance, and government contractors.

The policy becomes essential when dealing with specific record types that have strict retention requirements under Belgian law - such as employment records (5 years), accounting documents (7 years), and tax-related files (7 years). It also proves invaluable during regulatory investigations or legal disputes, where showing consistent document handling practices can protect your organization.

• Corporate Retention Policy: Comprehensive framework covering all business records, ideal for large companies. Includes detailed schedules for financial, HR, and operational documents, with specific Belgian compliance requirements.
• Audit Retention Policy: Specialized version focusing on audit-related documentation, financial records, and tax materials. Features stricter retention periods and detailed destruction protocols to meet Belgian auditing standards.

• Legal Teams & DPOs: Draft and update the Records Retention Policy to ensure compliance with Belgian privacy laws and GDPR requirements.
• Department Managers: Implement policy guidelines within their teams, ensuring proper document handling and disposal schedules.
• IT Departments: Manage digital storage systems and automated retention schedules, coordinate secure document destruction.
• Compliance Officers: Monitor adherence to the policy, conduct regular audits, and report to management on compliance levels.
• External Auditors: Review policy implementation during audits and verify compliance with Belgian regulatory requirements.

• Document Inventory: List all record types your organization handles, from HR files to financial records, noting current storage locations and formats.
• Legal Requirements: Review Belgian retention periods for each document type, especially the 7-year rule for financial records and 5-year rule for employee data.
• Storage Assessment: Map out your physical and digital storage capabilities, including security measures and access controls.
• Stakeholder Input: Gather feedback from department heads about their document management needs and challenges.
• Implementation Plan: Create a timeline for rolling out the policy, including staff training and system updates.

• Policy Scope: Clear definition of covered documents, departments, and locations within Belgian territory.
• Retention Schedules: Detailed tables listing document types and their specific retention periods under Belgian law.
• GDPR Compliance: Explicit procedures for handling personal data, including deletion rights and data minimization principles.
• Storage Requirements: Standards for secure document storage, both physical and digital, meeting Belgian security regulations.
• Destruction Procedures: Documented methods for secure disposal, including witness requirements and destruction certificates.
• Roles & Responsibilities: Named positions responsible for policy enforcement and compliance monitoring.

A Records Retention Policy differs significantly from a Data Retention Policy in several key aspects, though they're often confused. While both deal with information management, their scope and focus vary considerably under Belgian law.

• Scope of Coverage: Records Retention Policies cover all business documents, including physical files, contracts, and correspondence, while Data Retention Policies specifically focus on digital personal data under GDPR requirements.
• Legal Framework: Records Retention follows broader Belgian corporate law and industry-specific regulations, whereas Data Retention primarily aligns with GDPR and Belgian Privacy Law.
• Implementation Focus: Records Retention emphasizes document lifecycle management across departments, while Data Retention concentrates on protecting personal information and data subject rights.
• Storage Requirements: Records Retention includes protocols for both physical and digital storage, but Data Retention mainly addresses electronic data systems and digital safeguards.