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A Records Retention Policy sets clear rules for how long an organization keeps its documents and when to dispose of them properly. For companies operating in Qatar, these policies must align with local regulations like Law No. 7 of 2019 on archiving documents and the Qatar Financial Centre rules.

The policy helps businesses protect sensitive information, manage storage costs, and stay legally compliant. It covers everything from employee files and financial records to emails and contracts, spelling out specific timeframes for each type of document. For example, Qatar labor law requires companies to keep employee records for at least two years after employment ends.

A Records Retention Policy becomes essential when your organization starts handling significant volumes of business records, especially in Qatar's highly regulated sectors like banking, healthcare, or construction. The right time to implement this policy is before your document management becomes unwieldy or regulatory audits catch you off-guard.

Use it when expanding operations, preparing for audits, or managing sensitive data under Qatar's privacy laws. For example, financial institutions need clear retention rules for transaction records, while construction companies must maintain project documentation throughout the warranty period and beyond. It's particularly valuable during mergers, office relocations, or when transitioning to digital storage systems.

• Audit Retention Policy: Focuses specifically on preserving audit-related documents, financial statements, and regulatory compliance records as required by Qatar Financial Markets Authority and QFC regulations.
• Contract Retention Policy: Specializes in managing commercial agreements, with detailed schedules for different contract types, including construction contracts that must be kept throughout Qatar's mandatory defect liability periods.

• Legal Department Leaders: Develop and oversee the Records Retention Policy, ensuring it aligns with Qatar's legal requirements and industry standards.
• Compliance Officers: Monitor adherence to retention schedules and coordinate with Qatar Financial Centre regulators during audits.
• IT Managers: Implement digital storage systems and security measures for electronic records under Qatar's cybersecurity framework.
• Department Heads: Ensure their teams follow retention guidelines and properly classify documents within their units.
• Records Management Staff: Handle day-to-day document organization, storage, and disposal according to policy timelines.

• Document Inventory: List all types of records your organization handles, from financial statements to employee files, noting current storage locations.
• Legal Requirements: Review Qatar's specific retention periods, especially QFC regulations and Law No. 7 of 2019 on archiving.
• Department Input: Gather feedback from each business unit about their document handling needs and challenges.
• Storage Assessment: Evaluate current storage systems, both physical and digital, considering Qatar's data protection requirements.
• Implementation Plan: Create a clear timeline for policy rollout, including staff training and compliance monitoring schedules.

• Scope Statement: Clear definition of which documents and data types are covered under Qatar's archiving laws.
• Retention Periods: Specific timeframes for each document category, aligned with QFC regulations and local industry standards.
• Storage Requirements: Details on secure physical and digital storage methods meeting Qatar's data protection standards.
• Disposal Procedures: Protocol for secure document destruction in compliance with Qatar's privacy laws.
• Compliance Framework: References to relevant Qatar laws, including Law No. 7 of 2019 and applicable QFC regulations.
• Roles and Responsibilities: Clear assignment of document management duties to specific positions within the organization.

While Records Retention Policy and Data Retention Policy may sound similar, they serve distinct purposes in Qatar's regulatory framework. A Records Retention Policy covers all organizational documents, including physical records, while a Data Retention Policy specifically focuses on digital information and electronic data management.

• Scope of Coverage: Records Retention Policies handle everything from paper contracts to employee files and financial statements, while Data Retention Policies primarily deal with electronic data, databases, and digital communications.
• Regulatory Framework: Records Retention follows Qatar's general archiving laws and QFC requirements, while Data Retention must additionally comply with cybersecurity and digital privacy regulations.
• Implementation Methods: Records Retention involves physical storage systems and filing procedures, whereas Data Retention focuses on digital storage solutions, backup systems, and encryption protocols.