Records retention and disposal policy
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For records owners, legal advisers and system owners to approve retention, legal holds, retrieval, disposal, deletion evidence and exceptions for governed records.
- Document type
- Policy
- Format
- DOCX
- Pages
- 11
- Language
- English
- Version
- 1.0
- Updated
- 2026-09-15
- Category
- Privacy & data protection
- Licence
- Internal use
Description
For records owners, legal advisers and system owners to approve retention, legal holds, retrieval, disposal, deletion evidence and exceptions for governed records.
Contents
- Document control
- Purpose of this policy
- Use the retention schedule as the controlled policy source
- Define an observable start event for every record class
- Distinguish authoritative records from convenience copies
- Map the schedule to repositories before automation
- Apply holds before ordinary disposition
- Set archive criteria, ownership, and review
- Preserve record authenticity during long retention
- Preserve record context during migration
- Assign record duties during closure, sale, and supplier exit
- Authorize destruction, anonymization, return, or transfer
- Record backup and provider residuals accurately
- Detect retention failures before indefinite retention becomes routine
- Limits of disposition evidence
- Test schedule handover with an incoming owner
Version history
- v1.015/09/2026