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A Data Retention Policy sets clear rules for how long an organization keeps different types of information and when to delete it. In Malaysia, these policies help companies comply with the Personal Data Protection Act 2010, which requires proper handling of customer and employee data.

The policy outlines specific timeframes for storing everything from financial records and employee files to email communications and customer data. It helps protect sensitive information, manage storage costs, and ensure your organization can quickly find important documents when needed. Malaysian businesses must keep tax records for 7 years and company documents for 6 years after registration, making these policies essential for legal compliance.

Consider implementing a Data Retention Policy when your organization handles sensitive customer information, employee records, or business transactions in Malaysia. This becomes especially crucial when expanding operations, preparing for audits, or responding to data protection requirements under PDPA 2010.

Put this policy in place before facing data storage challenges or compliance issues. Malaysian businesses need it when managing multiple data types with different retention periods - like keeping tax documents for 7 years while limiting personal data storage. It's particularly valuable during mergers, system migrations, or when streamlining document management processes across departments.

• Audit Log Retention Policy: Focuses specifically on system logs, security records, and IT transaction data, typically requiring shorter retention periods but stricter security controls under Malaysian cybersecurity guidelines.
• Email Archive Policy: Addresses email communications storage, including client correspondence and internal messages, with specific rules for different email categories and compliance with PDPA requirements for business communications.

• Legal Teams and Compliance Officers: Draft and update the Data Retention Policy to align with PDPA requirements and industry regulations while managing legal risks.
• IT Departments: Implement technical controls, manage storage systems, and ensure proper data deletion according to policy timelines.
• Department Managers: Oversee policy compliance within their units and train staff on proper data handling procedures.
• Data Protection Officers: Monitor overall compliance and coordinate between departments to maintain consistent data retention practices.
• External Auditors: Review policy implementation and verify compliance during regular assessments.

• Data Inventory: Map out all data types your organization handles, including customer records, financial data, and employee information.
• Legal Requirements: Review PDPA 2010 guidelines and industry-specific retention periods for Malaysian businesses.
• Storage Systems: Document where different data types are stored and current backup procedures.
• Department Input: Gather feedback from IT, legal, and operations teams about practical retention needs.
• Policy Generation: Use our platform to create a customized, legally-compliant policy that includes all required elements.
• Implementation Plan: Outline clear procedures for archiving, deletion, and staff training.

• Policy Scope: Clear definition of covered data types and applicable departments under PDPA 2010.
• Retention Periods: Specific timeframes for different data categories, aligned with Malaysian statutory requirements.
• Storage Methods: Details on secure storage systems and access controls for protected information.
• Deletion Procedures: Step-by-step processes for secure data disposal and documentation.
• Compliance Framework: References to relevant Malaysian laws and industry standards.
• Roles and Responsibilities: Clear assignment of data management duties to specific positions.
• Review Schedule: Regular policy update requirements and compliance monitoring procedures.

A Data Retention Policy differs significantly from a Data Protection Policy in several key ways, though both are crucial for Malaysian businesses under PDPA 2010. While data retention focuses specifically on how long to keep information and when to delete it, data protection covers the broader scope of safeguarding information throughout its lifecycle.

• Purpose and Scope: Data Retention Policies primarily address storage duration and deletion procedures, while Data Protection Policies cover comprehensive security measures, access controls, and privacy safeguards.
• Legal Requirements: Retention policies focus on meeting statutory timeframes for document storage, while protection policies address privacy rights, consent management, and security standards.
• Implementation Focus: Retention policies emphasize storage systems and deletion schedules, whereas protection policies concentrate on ongoing security measures and privacy controls.