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A Records Retention Policy sets out how long an organisation must keep its documents and data, and when it can safely delete them. It helps businesses comply with UK laws like the Data Protection Act 2018 and GDPR while managing their information efficiently.

These policies typically cover both paper and digital records, from employee files and financial statements to emails and contracts. They protect organisations from legal risks, save storage costs, and ensure important records remain available when needed. For regulated sectors like banking or healthcare, these policies are especially crucial for meeting specific industry requirements.

Implement a Records Retention Policy when your organisation handles sensitive data or faces regular compliance audits. It becomes essential during mergers, acquisitions, or when scaling up operations where document management gets complex. This policy helps you navigate UK data protection requirements and industry-specific regulations.

Many businesses create or update their policy when preparing for regulatory inspections, responding to data subject access requests, or after experiencing document retrieval challenges. It's particularly valuable when expanding into regulated sectors, launching new digital systems, or standardising information governance across multiple departments.

• Corporate Retention Policy: Comprehensive policy covering all business records, suitable for large organisations managing diverse document types across multiple departments
• Audit Retention Policy: Focused specifically on maintaining financial and audit-related documentation, crucial for regulated entities and accounting compliance
• Contract Retention Policy: Specialised version addressing commercial agreements, legal documents, and contractual obligations with specific retention periods

• Compliance Officers: Lead the development and updates of Records Retention Policies, ensuring alignment with UK data protection laws and industry regulations
• Department Managers: Implement the policy within their teams, monitor compliance, and coordinate record-keeping practices
• IT Teams: Handle digital storage systems, automate retention schedules, and manage secure deletion processes
• Legal Counsel: Review policy content, advise on retention periods, and ensure compliance with UK legislation
• Employees: Follow the policy guidelines daily when creating, storing, and disposing of business records

• Document Audit: List all record types your organisation handles, from HR files to financial records and email correspondence
• Legal Requirements: Research UK statutory retention periods, especially GDPR and industry-specific regulations
• Storage Assessment: Map out current storage systems, both physical and digital, and their security measures
• Department Input: Gather feedback from key departments about their record-keeping needs and challenges
• Automation Options: Identify tools and systems that can help automate retention schedules and deletion processes
• Draft Review: Use our platform to generate a legally sound policy, then circulate for stakeholder feedback

• Scope Statement: Clear definition of which records and departments the policy covers
• Retention Schedules: Specific timeframes for keeping different types of records, aligned with UK legal requirements
• GDPR Compliance: Data protection principles and procedures for handling personal information
• Destruction Procedures: Methods for secure disposal of both physical and electronic records
• Roles and Responsibilities: Who oversees the policy and handles specific record types
• Legal Hold Process: Procedures for suspending normal retention periods during litigation or investigations
• Review Schedule: Timeline for policy updates and compliance assessments

While often confused, a Records Retention Policy differs significantly from a Data Retention Policy. Records retention covers all business documents, including physical files, contracts, and correspondence, while data retention focuses specifically on digital information and personal data under GDPR.

• Scope: Records retention policies manage all organizational documents, while data retention policies exclusively handle electronic data and personal information
• Legal Framework: Records retention addresses multiple UK regulatory requirements across industries, while data retention primarily focuses on data protection laws and GDPR compliance
• Implementation: Records retention involves physical storage systems and archive management, while data retention typically requires digital storage solutions and automated deletion processes
• Responsibility: Records retention usually falls under general compliance teams, while data retention often requires oversight from dedicated data protection officers