PGH Networks

Data Retention Policy

Why a Data Retention Policy Is Necessary

What Is a Data Retention Policy? 

A data retention policy guarantees that businesses follow a uniform procedure for archiving and deleting their data. Different types of data should be listed together with their formats, storage locations, and retention periods. Keeping costs under control also requires effective, legal data disposal.

The policy should specify who in your business has the authority to delete data once its retention period has passed. Make sure you pick dependable workers who are familiar with your data retention policy from top to bottom, regardless of whether the next step is deletion or archiving.

Why a Data Retention Policy Is Necessary

A data retention policy is necessary for any organization subject to rules, but there are other justifications for creating one. Best practices for data retention policies also have additional advantages for any organization. Here are a few reasons why a data retention policy is necessary: 

  • Improved disaster recovery: A natural disaster or cyber attack can happen anytime. To safeguard important data and recover swiftly, including backup and recovery measures in your data retention policy.
  • Cleaner, more readily available data: Data retention plans include clauses for the routine destruction of duplicate or old records. Cleaner data makes searching easier and reduces staff confusion.
  • Cost savings: When done properly, establishing procedures for the retention and deletion of data can lower storage expenses.
  • Consolidated document storage: As organizations transition to digital business models, they are now faced with the decision of whether to store documents digitally or on paper. In order to manage data successfully in all of its forms, your data retention policy will take this duality into account.

How Long Must Data Be Retained?

A data retention period is the amount of time that a company keeps data on hand. Retention times should vary depending on the type of data. According to best practices, data should only be preserved for as long as it is useful. However, before choosing the duration of a data retention policy, it is vital to conduct research because several laws and regulations have detailed requirements regarding data retention durations.

Which Best Practices for Data Retention Policies Should I Utilize?

There isn’t a one-size-fits-all approach to data retention because requirements depend on your company’s size, its industry, the type of data it processes, and other factors. Nevertheless, there are several best practices to keep in mind when developing a data retention policy:

  • First, do some research. Before you begin, make sure you are aware of and comprehend any laws and regulations that may be relevant to your company.
  • Find out what your company requires. Any data retention policy you set should be created in a way that streamlines business-critical operations and encourages efficiency, even if legal needs should always come first.
  • Don’t make things too complicated. When developing retention policies, use basic terminology and simple phrasing. This will improve their clarity for the workforce and raise the possibility that they will be followed. Additionally, keep in mind that adjustments can always be made gradually as needed.
  • Create various policies for various data kinds.
  • Be open-minded. Inform your users, subscribers, and clients about the data you plan to keep, how it will be used, and how it will be stored. Give them as much control as you can over how your data is used.

With PGH Networks, we understand the importance of a data retention policy and are here to help you implement one to best fit your business. If you are ready to set up a data retention policy, contact PGH Networks today for more information.