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A Records Retention Policy sets clear rules for how long your organization must keep different types of documents and when you can safely dispose of them. For Indonesian businesses, these policies help comply with key regulations like OJK Rule 1/POJK.03/2019 for financial records and UU ITE No. 11/2008 for electronic data.

Beyond just following laws, a good retention policy protects your company by keeping important records available for audits while allowing you to regularly clear out unnecessary files. It covers everything from employee records and tax documents to emails and digital files, spelling out specific timeframes and storage methods for each type of record.

Put a Records Retention Policy in place before your organization faces data management challenges or regulatory scrutiny. Indonesian companies typically need this when expanding operations, preparing for audits, or responding to OJK requirements. It's especially crucial when managing sensitive information like financial records, employee data, or digital communications.

Use it to guide your teams during office relocations, system migrations, or mergers. The policy becomes vital when handling document requests during tax audits, responding to legal investigations, or proving compliance with Indonesian data protection laws. Having clear rules ready prevents rushed decisions about which records to keep or destroy.

• Audit Retention Policy: Focuses specifically on audit-related documents, setting strict timelines for financial records, tax documentation, and external audit materials as required by OJK regulations.
• Department-Specific Policy: Tailors retention schedules to different business units, with specialized rules for HR records, accounting documents, and operational data.
• Digital Records Policy: Addresses electronic document storage, backup requirements, and disposal methods under UU ITE guidelines.
• Comprehensive Enterprise Policy: Covers all record types across the organization, including both physical and digital formats, with detailed classification systems.

• Legal Departments: Draft and update the Records Retention Policy to align with Indonesian regulations, particularly OJK requirements and data protection laws.
• Department Managers: Ensure their teams follow retention schedules and proper document handling procedures for their specific areas.
• IT Teams: Implement digital storage systems and deletion protocols that comply with the policy requirements.
• Compliance Officers: Monitor adherence to retention schedules and coordinate with external auditors during reviews.
• Records Management Staff: Handle day-to-day document organization, storage, and disposal according to policy guidelines.

• Document Inventory: List all record types your organization handles, from financial statements to employee files and digital communications.
• Legal Requirements: Review OJK regulations, UU ITE guidelines, and industry-specific retention periods for each document type.
• Storage Assessment: Map out your current physical and digital storage capabilities, security measures, and disposal methods.
• Department Input: Gather feedback from key departments about their document handling needs and challenges.
• Policy Framework: Use our platform to generate a customized policy that automatically includes all required elements and compliance checkpoints.

• Purpose Statement: Clear objectives and scope of the policy, aligned with Indonesian regulatory requirements.
• Record Categories: Detailed classification of document types with specific retention periods based on OJK and UU ITE guidelines.
• Storage Protocols: Requirements for secure physical and digital storage, including encryption standards for electronic records.
• Disposal Procedures: Approved methods for document destruction and digital data deletion.
• Compliance Framework: References to relevant Indonesian laws and regulatory obligations.
• Review Schedule: Timeline for policy updates and compliance audits.
• Responsibility Matrix: Clear assignment of roles for policy implementation and oversight.

A Records Retention Policy is often confused with a Data Retention Policy, but they serve different purposes in Indonesian business operations. While both deal with information management, their scope and focus differ significantly.

• Coverage Scope: Records Retention Policies cover all business documents, including physical files, financial records, and correspondence. Data Retention Policies focus specifically on digital information and electronic data storage.
• Regulatory Framework: Records Retention follows broader OJK requirements and corporate law guidelines. Data Retention primarily addresses UU ITE compliance and digital privacy regulations.
• Implementation Focus: Records Retention emphasizes archival procedures and disposal schedules across departments. Data Retention concentrates on digital security measures, backup protocols, and electronic storage standards.
• Compliance Requirements: Records Retention typically requires physical storage space and manual handling procedures. Data Retention involves IT infrastructure, encryption standards, and digital access controls.