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Contract Retention Policy

Contract Retention Policy Template for Switzerland

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Key Requirements PROMPT example:

Contract Retention Policy

"I need a Contract Retention Policy for a Swiss fintech startup that handles customer financial data, with specific focus on digital document storage and compliance with FADP requirements to be implemented by March 2025."

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Document background
This Contract Retention Policy is designed to establish standardized procedures for the retention and management of contractual documents within organizations operating under Swiss jurisdiction. It addresses the requirements set forth in the Swiss Code of Obligations, which mandates a 10-year retention period for business records, as well as the Federal Act on Data Protection and industry-specific regulations. The policy should be implemented when an organization needs to establish or update its document retention practices, particularly during digital transformation initiatives, regulatory compliance updates, or organizational restructuring. It includes comprehensive guidelines on storage methods, retention periods, security measures, and disposal procedures, ensuring compliance while optimizing document management efficiency.
Suggested Sections

1. 1. Parties: Identifies the organization implementing the policy and any relevant affiliated entities or subsidiaries to which the policy applies

2. 2. Background: Explains the purpose and objectives of the policy, including regulatory compliance requirements and business needs

3. 3. Definitions: Defines key terms used throughout the policy, including types of contracts, retention periods, and relevant regulatory terminology

4. 4. Scope and Application: Outlines what types of documents are covered by the policy and to which business units or operations it applies

5. 5. Legal and Regulatory Framework: Details the relevant Swiss laws and regulations that govern document retention requirements

6. 6. Retention Periods: Specifies the standard retention periods for different categories of contracts and related documents

7. 7. Storage and Security Requirements: Describes how documents should be stored, including physical and electronic storage requirements and security measures

8. 8. Roles and Responsibilities: Defines who is responsible for implementing various aspects of the policy

9. 9. Document Disposal Procedures: Outlines procedures for secure disposal or destruction of documents after retention period expires

10. 10. Compliance and Monitoring: Details how compliance with the policy will be monitored and enforced

Optional Sections

1. Industry-Specific Requirements: Additional requirements for specific industries (e.g., banking, insurance, healthcare) - include when organization operates in regulated industries

2. International Operations: Additional considerations for cross-border operations and international document retention requirements - include for multinational organizations

3. Electronic Document Management: Detailed procedures for managing electronic documents and digital signatures - include when organization has significant digital operations

4. Litigation Hold Procedures: Procedures for preserving documents in case of litigation or investigations - include for organizations with high litigation risk

5. Data Protection and Privacy: Detailed section on handling personal data in contracts - include when contracts regularly contain personal data

6. Archiving Procedures: Specific procedures for archiving historical or important documents - include when organization needs to maintain historical records

Suggested Schedules

1. Schedule 1: Retention Period Matrix: Detailed matrix showing retention periods for different types of contracts and documents

2. Schedule 2: Document Classification Guide: Guide for classifying different types of contracts and determining appropriate retention periods

3. Schedule 3: Compliance Checklist: Checklist for ensuring compliance with retention requirements

4. Appendix A: Document Disposal Form: Template form for recording document disposal actions

5. Appendix B: Legal Hold Notice Template: Template for communicating legal hold requirements

6. Appendix C: Regulatory References: Detailed list of relevant laws and regulations with specific retention requirements

Authors

Alex Denne

Head of Growth (Open Source Law) @ ¶¶Òõ¶ÌÊÓƵ | 3 x UCL-Certified in Contract Law & Drafting | 4+ Years Managing 1M+ Legal Documents | Serial Founder & Legal AI Author

alex.den.21@genieai.co
Relevant legal definitions
































Clauses



























Relevant Industries

Financial Services

Banking

Insurance

Healthcare

Manufacturing

Technology

Telecommunications

Professional Services

Retail

Real Estate

Construction

Energy

Pharmaceuticals

Education

Transport and Logistics

Relevant Teams

Legal

Compliance

Risk Management

Information Technology

Records Management

Operations

Information Security

Quality Assurance

Corporate Governance

Data Protection

Internal Audit

Document Control

Relevant Roles

Chief Legal Officer

General Counsel

Compliance Officer

Records Manager

Document Controller

Legal Operations Manager

Chief Compliance Officer

Data Protection Officer

Risk Manager

Operations Director

Contract Manager

Corporate Secretary

Quality Assurance Manager

Information Governance Manager

Archives Manager

Chief Information Officer

IT Director

Chief Risk Officer

Industries








Teams

Employer, Employee, Start Date, Job Title, Department, Location, Probationary Period, Notice Period, Salary, Overtime, Vacation Pay, Statutory Holidays, Benefits, Bonus, Expenses, Working Hours, Rest Breaks,  Leaves of Absence, Confidentiality, Intellectual Property, Non-Solicitation, Non-Competition, Code of Conduct, Termination,  Severance Pay, Governing Law, Entire Agreemen

Find the exact document you need

Contract Retention Policy

A Swiss law-compliant policy establishing guidelines for contract retention and management, aligned with OR and FADP requirements.

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