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Corporate Retention Policy

Corporate Retention Policy Template for New Zealand

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Key Requirements PROMPT example:

Corporate Retention Policy

"I need a Corporate Retention Policy for my tech startup that primarily handles digital records and cloud storage, with operations in both New Zealand and Australia, to be implemented by March 2025."

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Document background
This Corporate Retention Policy is essential for organizations operating in New Zealand to establish standardized practices for managing business records in compliance with local legislation. The policy is designed to be implemented when an organization needs to formalize its approach to records management or update existing procedures to reflect current legal requirements and best practices. It addresses the retention requirements set forth in various New Zealand laws, including the Companies Act 1993, Tax Administration Act 1994, and Privacy Act 2020, while providing practical guidance for day-to-day records management operations. The document includes comprehensive schedules detailing retention periods for different types of records, destruction procedures, and specific requirements for electronic record-keeping systems.
Suggested Sections

1. Purpose and Scope: Defines the objective of the policy and its application across the organization

2. Definitions: Defines key terms used throughout the policy including 'records', 'retention period', 'disposal', etc.

3. Legal and Regulatory Framework: Outlines the key legislation and regulations that govern record retention

4. Roles and Responsibilities: Defines who is responsible for records management, including specific roles and duties

5. Record Classification: Explains how records are categorized and classified within the organization

6. Retention Periods: General principles for how long different types of records must be kept

7. Storage and Security: Requirements for secure storage of records, both physical and electronic

8. Disposal and Destruction: Procedures for proper disposal and destruction of records

9. Legal Hold Procedures: Process for suspending normal retention periods when litigation is pending

10. Compliance and Monitoring: How the policy will be enforced and monitored for compliance

11. Policy Review: Frequency and process for reviewing and updating the policy

Optional Sections

1. Electronic Records Management: Detailed section for organizations with significant digital records, including specific requirements for electronic storage and backup

2. International Operations: Additional requirements for organizations operating across multiple jurisdictions

3. Industry-Specific Requirements: Special requirements for regulated industries such as healthcare or financial services

4. Cloud Storage Guidelines: Specific guidelines for organizations using cloud storage solutions

5. Disaster Recovery: Procedures for protecting and recovering records in case of disasters

6. Training Requirements: Detailed training program for staff on records management procedures

Suggested Schedules

1. Schedule A - Retention Periods by Record Type: Detailed table listing all record types and their specific retention periods

2. Schedule B - Legal and Regulatory Requirements: Comprehensive list of relevant legislation and specific record-keeping requirements

3. Schedule C - Records Disposal Register: Template for logging disposed records

4. Schedule D - Document Classification Guide: Detailed guide for classifying different types of documents

5. Appendix 1 - Records Management Forms: Standard forms for record creation, transfer, and disposal

6. Appendix 2 - Systems and Software: List of approved systems and software for records management

7. Appendix 3 - Destruction Methods: Approved methods for destroying different types of records

Authors

Alex Denne

Head of Growth (Open Source Law) @ tiktok³ÉÈË°æ | 3 x UCL-Certified in Contract Law & Drafting | 4+ Years Managing 1M+ Legal Documents | Serial Founder & Legal AI Author

alex.den.21@genieai.co
Relevant legal definitions








































Clauses


































Relevant Industries

Financial Services

Healthcare

Legal Services

Government and Public Sector

Education

Manufacturing

Retail

Technology

Professional Services

Banking

Insurance

Telecommunications

Mining and Resources

Construction

Not-for-Profit

Relevant Teams

Legal

Compliance

Information Technology

Human Resources

Finance

Operations

Risk Management

Records Management

Information Security

Quality Assurance

Internal Audit

Administrative Services

Data Management

Relevant Roles

Chief Executive Officer

Chief Operating Officer

Chief Financial Officer

Chief Information Officer

Chief Legal Officer

Compliance Officer

Records Manager

Information Management Officer

IT Director

Risk Manager

Office Manager

Department Head

HR Director

Quality Assurance Manager

Data Protection Officer

Internal Auditor

Legal Counsel

Company Secretary

Industries









Teams

Employer, Employee, Start Date, Job Title, Department, Location, Probationary Period, Notice Period, Salary, Overtime, Vacation Pay, Statutory Holidays, Benefits, Bonus, Expenses, Working Hours, Rest Breaks,  Leaves of Absence, Confidentiality, Intellectual Property, Non-Solicitation, Non-Competition, Code of Conduct, Termination,  Severance Pay, Governing Law, Entire Agreemen

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