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A Records Retention Policy sets out how long your organization keeps different types of documents and when to dispose of them safely. For Irish businesses, it helps comply with key laws like the Data Protection Act 2018 and GDPR, which require careful management of personal data and business records.

This policy guides staff on handling everything from employee files and financial records to customer data and contracts. It protects your organization by ensuring important documents are available when needed for legal matters or audits, while also preventing the unnecessary storage of outdated records that could create privacy risks or liability under Irish law.

Use a Records Retention Policy when your organization needs clear rules for managing documents across departments. It's especially important when handling sensitive data under Irish privacy laws, or when preparing for potential regulatory audits from bodies like the Data Protection Commission.

This policy becomes essential during mergers, office relocations, or digital transformation projects where you're moving files between systems. It helps prevent costly mistakes like accidentally destroying tax records too early or keeping personal data longer than legally allowed. Many Irish companies implement it during compliance updates or after receiving enforcement notices about improper document handling.

• Corporate Retention Policy: Comprehensive policy covering all business records, ideal for medium to large Irish companies managing diverse document types across multiple departments
• Audit Retention Policy: Specialized version focusing on financial records, tax documents, and audit trails, tailored for accounting firms or finance departments
• Contract Retention Policy: Focused specifically on maintaining legal agreements and business contracts, commonly used by legal departments and professional services firms

• Legal Teams: Draft and review Records Retention Policies to ensure compliance with Irish data protection laws and industry regulations
• Department Managers: Implement the policy within their teams and ensure staff follow proper document handling procedures
• IT Departments: Manage digital storage systems and automated retention schedules according to policy requirements
• Compliance Officers: Monitor adherence to the policy and coordinate with Data Protection Officers on GDPR requirements
• External Auditors: Review policy implementation during regulatory assessments and compliance checks

• Document Inventory: List all record types your organization handles, including emails, financial records, and personnel files
• Legal Requirements: Check Irish data protection laws, tax regulations, and industry-specific retention periods
• Storage Assessment: Map out where records are kept, both physical and digital locations
• Department Input: Gather feedback from key departments about their document handling needs
• Policy Structure: Use our platform to generate a comprehensive Records Retention Policy that includes all required elements and complies with Irish law
• Implementation Plan: Create clear procedures for staff training and policy enforcement

• Purpose Statement: Clear explanation of policy objectives and scope under Irish data protection laws
• Record Categories: Detailed classification of document types with specific retention periods
• GDPR Compliance: Procedures for handling personal data and data subject rights
• Retention Schedule: Specific timeframes for keeping different record types, aligned with Irish legal requirements
• Disposal Methods: Secure destruction procedures for both physical and digital records
• Roles & Responsibilities: Clear assignment of policy oversight and implementation duties
• Review Process: Regular policy update procedures to maintain compliance with changing regulations

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

• Scope of Coverage: Records Retention Policies cover all business documents, including physical files, contracts, and administrative records. Data Retention Policies focus specifically on digital personal data under GDPR
• Legal Framework: Records Retention Policies align with multiple Irish laws including Companies Act requirements and tax regulations. Data Retention Policies primarily address GDPR and ePrivacy regulations
• Implementation Focus: Records Retention Policies establish company-wide document management systems. Data Retention Policies concentrate on protecting personal information and data subject rights
• Department Application: Records Retention affects all departments handling any type of business record. Data Retention mainly concerns IT and departments processing personal data