Retention Schedule for Records Use and Build up Procedure

Records retention schedule, the policy for storage and disposal for data depends upon its type along with associated legal, compliance and business requirements. How long will particular information remain available to the users whether for reference purposes or future use? Retention schedule contains such information. It also tells you the how and when of data destruction to clear away all the doubts and confusions. Determination of schedule is on:

• Business ownership
• Data type

What is the reason behind retention of specific data? Retention schedules often delineate the reasons behind this. Maintain regulatory compliance related to information governance using this and ensure that the disposal processes associated with the records are defensible legally. Growing businesses are forever grappling with storage costs and effective data management. Retention schedules can come to the aid by disposing of records that no longer are relevant from a business point of view.

Administrative and legislative agencies are constantly bringing forth tougher guidelines for storage and disposal of business information and adding to the woes is the ever-increasing piles. The only way to deal with such complex situations is a well-designed records retention policy. However, before you can go ahead and use this methodology it is necessary that you build up the schedule first….isn’t it! Any record irrespective of its record media or format:

• Communicates ideas
• Justifies expenses, budgets
• Supports decision
• Documents rights
• Confirms purchases, sales
• Provides accountability
• Gives information

In any organization, the related staff members, executives, students, regulatory/legal authority, stakeholders, the public as well as others rely upon this information that you retain. There can be many goals related to such kind of activities such as a particular disposition retention program can ensure proper identification of the record, its operation and maintenance for definite periods. All through this, it is extremely important that whatever you retain is easily retrievable and accessible whenever required. Otherwise, it will thwart the overall purpose of such endeavors.

After completion of this retention period disposal of data happens through either complete destruction of the same or its permanent preservation occurs through effective transfers. When you want to meet definitive goals of such undertakings, it is important for organizations to comply with the decided program or schedule. Also important is proper preservation and access to the archival records of the organization. Otherwise, there is always a threat of losing culture and history associated with your establishment.

Such retention schedules find frequent application in the identification of records that was, as a permanent historical archival value. It is also used for a proper transfer to the archives of the company. This happens during the life cycle of the record when they do not have further value related to the legal, operational, or the business functioning anymore. Such management programs are usually part of records management associated with the establishment.

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About The Company

Information Requirements Clearinghouse ( provides market leading products and services that help customers reduce costs and risks through implementing legally-defensible records retention and destruction practices.