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Corporate Retention Policy
"Need a basic Corporate Retention Policy for a small South African technology startup that primarily handles electronic records and needs to ensure POPIA compliance, with implementation planned for January 2025."
1. Purpose and Scope: Defines the objective of the policy and its application across the organization, including types of records covered
2. Definitions: Clear definitions of key terms used throughout the policy (e.g., records, retention period, destruction, archiving)
3. Roles and Responsibilities: Outlines responsibilities of different stakeholders (management, employees, IT, legal) in records management
4. Legal and Regulatory Framework: References to applicable South African laws and regulations governing record retention
5. Record Classification: Categories of records and their importance (vital, important, useful, non-essential)
6. Retention Periods: General principles for determining retention periods and reference to detailed schedules
7. Storage and Protection: Requirements for secure storage of both physical and electronic records
8. Disposal and Destruction: Procedures for secure disposal of records after retention period expires
9. Compliance and Monitoring: Procedures for ensuring compliance with the policy and regular audits
10. Policy Review and Updates: Frequency and process for reviewing and updating the policy
1. Electronic Records Management: Detailed section for organizations with complex digital record systems, including email retention and electronic storage systems
2. International Operations: Additional requirements for organizations operating across multiple jurisdictions
3. Industry-Specific Requirements: Special retention requirements for specific industries (e.g., financial services, healthcare)
4. Disaster Recovery: Procedures for protecting and recovering records in case of disasters
5. Legal Hold Procedures: Processes for implementing legal holds on records during litigation or investigations
1. Schedule A: Retention Periods by Record Type: Detailed matrix of record types and their specific retention periods
2. Schedule B: Document Classification Guide: Detailed guide for classifying different types of documents and their sensitivity levels
3. Schedule C: Destruction Procedures: Detailed procedures for different methods of record destruction based on sensitivity
4. Appendix 1: Record Retention Checklist: Checklist for employees to determine retention requirements for specific documents
5. Appendix 2: Disposal Authorization Form: Template form for requesting and authorizing record disposal
6. Appendix 3: Legal Requirements Reference: Detailed reference of retention periods required by South African legislation
Authors
Financial Services
Healthcare
Manufacturing
Retail
Technology
Professional Services
Education
Mining
Construction
Telecommunications
Energy
Agriculture
Transportation
Real Estate
Non-Profit Organizations
Government Services
Media and Entertainment
Legal
Compliance
Information Technology
Records Management
Human Resources
Finance
Operations
Risk Management
Internal Audit
Information Security
Quality Assurance
Administrative Services
Document Control
Chief Executive Officer
Chief Information Officer
Chief Legal Officer
Chief Compliance Officer
Records Manager
Information Management Officer
Data Protection Officer
Legal Counsel
Compliance Manager
IT Director
Risk Manager
Operations Manager
Human Resources Director
Finance Director
Department Heads
Quality Assurance Manager
Audit Manager
Information Security Officer
Document Controller
Administrative Manager
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