1. Introduction

This Record Retention Policy outlines the guidelines and procedures for maintaining and disposing of company records. It is designed to ensure compliance with legal requirements, support efficient operations, and protect the organization's interests.

1.1 Purpose

The purpose of this policy is to:

• Establish consistent practices for record retention across the organization
• Ensure compliance with applicable laws and regulations
• Minimize storage costs and improve operational efficiency
• Protect sensitive information and intellectual property
• Support business continuity and disaster recovery efforts

1.2 Scope

This policy applies to all records created, received, or maintained by the company in the course of its operations, regardless of format (physical or electronic) or location.

2. Definitions

For the purposes of this policy, the following definitions apply:

2.1 Record

Any document, email, database, or other form of information created, received, or maintained by the company in connection with its business activities.

2.2 Retention Period

The length of time a record must be kept before it can be destroyed or deleted.

2.3 Legal Hold

A process that suspends the normal disposition or processing of records due to pending or anticipated litigation, audit, government investigation, or other similar proceedings.

3. Roles and Responsibilities