What are the key components of a document archiving and retention policy?

1 Document categories

The first component of a document archiving and retention policy is to classify documents into categories based on their nature, purpose, and relevance. For example, some common document categories are financial, legal, human resources, customer, project, and internal communication. Each category should have a clear definition and scope, and a designated owner or custodian who is responsible for its management. Document categories can help office administrators to organize and prioritize documents, and to apply consistent retention rules and procedures across the organization.

2 Retention periods

The second component of a document archiving and retention policy is to determine how long each document category should be retained before it is destroyed or transferred to a permanent archive. Retention periods should be based on the legal and regulatory obligations, the business and operational needs, and the historical and cultural significance of the documents. For example, some documents may need to be kept for a minimum period of time to comply with tax laws, audit standards, or litigation risks, while others may have a longer or indefinite value for research, education, or preservation. Retention periods should be specified in terms of months or years, and should be reviewed and updated regularly to reflect changes in the environment and circumstances.

3 Storage locations

The third component of a document archiving and retention policy is to identify where each document category should be stored during and after its active use. Storage locations can be physical or digital, depending on the format and medium of the documents. For physical documents, storage locations should be secure, accessible, and environmentally controlled to prevent damage, theft, or loss. For digital documents, storage locations should be backed up, encrypted, and compatible with the software and hardware systems used by the organization. Storage locations should also have sufficient capacity and scalability to accommodate the volume and growth of the documents.

4 Access controls

The fourth component of a document archiving and retention policy is to establish who can access, view, edit, copy, or share each document category and under what conditions. Access controls are essential to protect the confidentiality, integrity, and availability of the documents, and to prevent unauthorized or inappropriate use or disclosure. Access controls can be based on the roles, responsibilities, or permissions of the users, or on the sensitivity, classification, or status of the documents. Access controls should also include mechanisms for authentication, authorization, logging, auditing, and reporting of the access activities.

5 Disposal methods

The fifth component of a document archiving and retention policy is to define how each document category should be disposed of when it reaches the end of its retention period or when it is no longer needed or relevant. Disposal methods should ensure that the documents are destroyed or erased in a secure, complete, and irreversible manner, and that no traces or copies are left behind. Disposal methods should also comply with the legal and ethical standards and expectations of the organization and its stakeholders. For example, some documents may need to be shredded, burned, or pulverized, while others may need to be overwritten, degaussed, or wiped.

6 Implementation plan

The sixth component of a document archiving and retention policy is to develop and execute a plan for implementing the policy across the organization. The implementation plan should include the following elements: a communication strategy to inform and educate the staff and the stakeholders about the policy and its benefits; a training program to equip the staff with the skills and knowledge to follow the policy and use the tools and systems involved; a monitoring and evaluation system to measure and report on the performance and impact of the policy and identify areas for improvement; and a feedback and review process to solicit and incorporate the suggestions and feedback from the staff and the stakeholders and update the policy as needed.