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Data Retention Policy Schedule

This document outlines a data retention policy schedule that categorizes types of organizational records and specifies how long each type of record should be retained and whether it should eventually be deleted or archived. The categories include corporate records, property records, tax records, accounting and finance records, contracts, correspondence, insurance documents, legal files, payroll documents, personnel records, operational documents, miscellaneous records, and other records. For each category and data type, the schedule specifies the storage location, retention period, and whether the records should eventually be deleted or archived after the retention period.

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120 views13 pages

Data Retention Policy Schedule

This document outlines a data retention policy schedule that categorizes types of organizational records and specifies how long each type of record should be retained and whether it should eventually be deleted or archived. The categories include corporate records, property records, tax records, accounting and finance records, contracts, correspondence, insurance documents, legal files, payroll documents, personnel records, operational documents, miscellaneous records, and other records. For each category and data type, the schedule specifies the storage location, retention period, and whether the records should eventually be deleted or archived after the retention period.

Uploaded by

Sanda Nechifor
Copyright
© © All Rights Reserved
We take content rights seriously. If you suspect this is your content, claim it here.
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Download as DOCX, PDF, TXT or read online on Scribd
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DATA RETENTION POLICY SCHEDULE

CATEGORY TYPE CATEGORY OWNER

CORPORATE RECORDS

DATA TYPE STORAGE LOCATION RETENTION PERIOD ACTION Delete or Archive

Corporate Records (board minutes, committee


minutes, corporate seals, articles of
incorporation, bylaws, annual reports, etc.)

Licenses and Permits

Intellectual Property

<Other>

<Other>

<Other>

CATEGORY TYPE CATEGORY OWNER

PROPERTY RECORDS

DATA TYPE STORAGE LOCATION RETENTION PERIOD ACTION Delete or Archive

Correspondence, Property Deeds, Assessments,


Licenses, Rights of Way

Original Purchase/Sale/Lease Agreements

Property Insurance Policies

<Other>

<Other>

<Other>
CATEGORY TYPE CATEGORY OWNER

TAX RECORDS

DATA TYPE STORAGE LOCATION RETENTION PERIOD ACTION Delete or Archive

Tax-Exemption Documents and Related


Correspondence

IRS Rulings

Excise Tax Records

Payroll Tax Records

Tax Bills, Receipts, Statements

Tax Returns: Income, Franchise, Property

Tax Worksheet Packages: Originals

Sales/Use Tax Records

Annual Information Returns: Federal and State

IRS or other Government Audit Records

<Other>

<Other>

<Other>
CATEGORY TYPE CATEGORY OWNER

ACCOUNTING AND FINANCE

DATA TYPE STORAGE LOCATION RETENTION PERIOD ACTION Delete or Archive

Accounts Payable ledgers and schedules

Accounts Receivable ledgers and schedules

Annual Audit Reports and Financial Statements

Annual Audit Records, including work papers


and other related documents

Annual Plans and Budgets

Bank Statements and Canceled Checks

Employee Expense Reports

General Ledgers Permanent

Interim Financial Statements

Notes Receivable ledgers and schedules

Investment Records

Credit card records (documents with credit card


numbers)

<Other>

<Other>

<Other>
CATEGORY TYPE CATEGORY OWNER

CONTRACTS

DATA TYPE STORAGE LOCATION RETENTION PERIOD ACTION Delete or Archive

Contracts and Related Correspondence


(including related proposals and other
supporting documentation)

<Other>

<Other>

<Other>

CATEGORY TYPE CATEGORY OWNER


Correspondence and internal communications should be retained for the
CORRESPONDENCE AND same period as the documents or project they relate to.
INTERNAL COMMUNICATIONS

DATA TYPE STORAGE LOCATION RETENTION PERIOD ACTION Delete or Archive

Correspondence and internal communications


related to routine matters that have no
significant lasting consequences.

Correspondence and internal communications


not related to routine matters or having no
significant lasting consequences.

<Other>

<Other>

<Other>
CATEGORY TYPE CATEGORY OWNER

INSURANCE

DATA TYPE STORAGE LOCATION RETENTION PERIOD ACTION Delete or Archive

Annual Loss Summaries

Audits and Adjustments

Certificates Issued Claims Files (including


correspondence, medical records, injury
documentation, etc.)

Group Insurance Plans: Active Employees

Group Insurance Plans – Retirees

Inspections

Insurance Policies (including expired policies)

Journal Entry Support Data

Loss Runs

Releases and Settlements

<Other>

<Other>

<Other>
CATEGORY TYPE CATEGORY OWNER

LEGAL FILES AND PAPERS

DATA TYPE STORAGE LOCATION RETENTION PERIOD ACTION Delete or Archive

Legal Memoranda and Opinions (including all


subject matter files)

Litigation Files

Court Orders

Requests for Departure from Records Retention


Plan

<Other>

<Other>

<Other>
CATEGORY TYPE CATEGORY OWNER

PAYROLL DOCUMENTS

DATA TYPE STORAGE LOCATION RETENTION PERIOD ACTION Delete or Archive

Employee Deduction Authorizations

Payroll Deductions

W-2 and W-4 Forms

Garnishments, Assignments, Attachments

Labor Distribution Cost Records

Payroll Registers

Time Cards/Sheets

Unclaimed Wage Records

Pension Documents and Supporting Employee


Data

Retirement and Pension Records

<Other>

<Other>

<Other>
CATEGORY TYPE CATEGORY OWNER

PERSONNEL RECORDS

DATA TYPE STORAGE LOCATION RETENTION PERIOD ACTION Delete or Archive

Commissions/Bonuses/Incentives/Awards

EEO- I /EEO-2: Employer Information Reports

Employee Earnings Records

Employee Handbooks

Employee Medical Records

Employee Personnel Records (including


attendance, application forms, job/status change
records, performance evaluations, termination
papers, withholding information, garnishments,
test results, training records, and qualification
records)

Employment Contracts – Individual

Employment Records: Correspondence with


Employment Agencies and Advertisements for
Job Openings

Employment Records: All Non-Hired Applicants


(including all applications and resumes: whether
solicited or unsolicited, results of post-offer, pre-
employment physicals, results of background
investigations, if any, related correspondence)

Job Descriptions/Postings

Personnel Counts

I-9 Forms

<Other>

<Other>
<Other>

CATEGORY TYPE CATEGORY OWNER

OPERATIONAL DOCUMENTS AND


RECORDS

DATA TYPE STORAGE LOCATION RETENTION PERIOD ACTION Delete or Archive

Project related

Process related

<Other>

<Other>

<Other>

CATEGORY TYPE CATEGORY OWNER

MISCELLANEOUS

DATA TYPE STORAGE LOCATION RETENTION PERIOD ACTION Delete or Archive

Consultant Reports

Material with Historical Value (pictures,


publications, etc.)

Policy and Procedures Manuals – Original

Policy and Procedures Manuals: Copies

Annual Reports

<Other>

<Other>

<Other>
CATEGORY TYPE CATEGORY OWNER

OTHER

DATA TYPE STORAGE LOCATION RETENTION PERIOD ACTION Delete or Archive

<Other>

<Other>

<Other>

CATEGORY TYPE CATEGORY OWNER

OTHER

DATA TYPE STORAGE LOCATION RETENTION PERIOD ACTION Delete or Archive

<Other>

<Other>

<Other>

CATEGORY TYPE CATEGORY OWNER

OTHER

DATA TYPE STORAGE LOCATION RETENTION PERIOD ACTION Delete or Archive

<Other>

<Other>

<Other>
APPENDIX
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