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data retention plan

1. Assessment of Data Types

Identify all types of data collected and stored (e.g., customer data, transaction records, emails).

Classify data based on sensitivity and regulatory requirements (e.g., personal data, financial data).

Determine data ownership and responsibilities for different data types.

2. Regulatory Compliance

Research applicable laws and regulations (e.g., GDPR, HIPAA, CCPA).

Identify industry standards relevant to data retention (e.g., PCI-DSS for payment data).

Establish guidelines for compliance with data retention regulations.

3. Retention Periods

Define retention periods for each data type based on legal requirements and business needs.

Determine criteria for data review and the need for extension or reduction of retention periods.

Document and communicate retention schedules to relevant stakeholders.

4. Data Storage Solutions

Assess existing data storage solutions and their capabilities for retention management.

Evaluate cloud storage options versus on-premises solutions for compliance and security.

Implement data classification and tagging systems for easier management.

5. Data Disposal Procedures

Establish secure methods for data disposal (e.g., shredding, data wiping).

Define procedures for notifying stakeholders before data disposal.

Implement regular audits to ensure compliance with disposal procedures.

6. Documentation and Policies

Create a formal data retention policy document outlining all procedures and responsibilities.

Ensure the policy is accessible to all employees and regularly updated.

Train employees on data retention policies and procedures to foster compliance.

7. Monitoring and Auditing

Implement monitoring systems to ensure adherence to retention schedules.

Conduct regular audits of data retention practices to identify areas for improvement.

Review and adjust practices based on audit findings and changing regulations.

8. Incident Response

Develop a data breach response plan that includes retention policy considerations.

Ensure that data related to incidents is retained according to policy and legal requirements.

Train incident response teams on data retention responsibilities during incidents.

9. Review and Update

Schedule regular reviews of the data retention plan to ensure it remains current.

Update the plan based on changes in regulations, business needs, or data types.

Solicit feedback from stakeholders to improve the effectiveness of the plan.

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