Record Management, Retention, and Destruction
Policy
A
record is essentially any material that contains information
about your company’s plans, results, policies or performance. In
other words, anything about your company that can be represented
with words or numbers can be considered a business record – and
you are now expected to retain and manage every one of those
records, for several years or even permanently depending on the
nature of the information. The need to manage potentially
millions of records each year creates many new challenges for
your business, and especially for your IT managers who must come
up with rock-solid solutions to securely store and manage all
this data.
The Record Management,
Retention, and Destruction is a detail policy template which can be
utilized on day one to create a records management process.
Included with the policy are forms for establishing the record
management retention and destruction schedule and a full job
description with responsibilities for the Manager Records
Administration.
You areas included with
this policy template are:
Record retention requirements for SOX sections 103a, 302,
404, 409, 801a and 802.
Policy
Standard
Scope
Responsibilities
Record Management
Compliance and Enforcement
Email Retention and Compliance
Job Description Manager Record Administrator
12 forms for Record Retention and Disposition Schedule
You can download the Table
of Contests and selected pages for this policy template.
Other Individual
Policies
All of the policies that are provided
here are contained within one or more of the templates that are on
this site. These policies have been added as individual documents in
WORD format (WORD 2003 and WORD 2007) for those clients who just need this particular policy.
All policies are Sarbanes-Oxley, HIPAA, and Patriot Act compliant.
Backup and
Backup Retention Policy
The
Backup and Backup Retention policy is an 11 page sample policy that
is a complete policy which can be implemented immediately.
Internet,
E Mail,
Mobile Device, Electronic
Communication, and Record Retention
Policy
This policy is
is compliant with all recent legislation (SOX, HIPAA, Patriot Act,
and Sensitive information), and
covers:
Appropriate Use of Equipment
Mobile Devices
Internet Access
Electronic Mail
Retention of Email on Personal
Systems
E-mail and Business Records
Retention
Copyrighted Materials
Banned Activities
Ownership of Information
Security
Sarbanes-Oxley
Abuse
Included are these ready to
use forms:
Internet & Electronic
Communication Employee Acknowledgement
E-Mail - Employee
Acknowledgement
Internet Use Approval Form
Internet Access Request Form
Security Access Application Form
Outsourcing Policy
This
policy is eighteen page in length and defines everything that is
need for function to be outsourced. The policy comes as a
Microsoft Word document that can be modified as needed. The
template has been updated to include a HIPAA audit program
definition:
This
policy covers the treatment of Credit Card,
Social Security, Employee, and Customer Data. The policy is 15
pages in length. This policy complies with Sarbanes Oxley Section
404.
The
policy applies to the entire enterprise, its vendors, its suppliers
(including outsourcers) and co-location providers and facilities
regardless of the methods used to store and retrieve sensitive
information (e.g. online processing, outsourced to a third party,
Internet, Intranet or swipe terminals). CLICK on image to
get the full table of contents and a sample page.
Travel and Off-Site Meeting Policy
Protection of data and software is often is complicated by the fact
that it can be accessed from remote locations. As individuals travel
and attend off-site meetings with other employees,
contractors, suppliers and customers data and software can be
compromised. This policy is four page in length and covers:
Data and application security
Minimize attention
Shared public resources
Off-site meeting special
considerations
Record Management News
EDD Blog Online: Finding Your Way Through Discovery by Data Mapping
- A data map is a visual reproduction of the ways that electronically stored information (ESI) moves throughout companies, from the point it is created to its ultimate destruction as part of the organization's document retention program. ...
Document Discovery Litigation Hold_3g price_3g information site
- In this video, Congressman Stearns interrogates Nancy Temple, a lawyer for auditor Arthur Andersen, who gave advice on AA's management of records and "litigation hold" on record destruction. Congressman Stearns plays the role of a ...
Computer forensics and records management
- Once computers are used to store and manage records then the records become susceptible to unauthorised access, tampering, alteration, destruction and other potential misuse. Such issues raise potential records management problems in ...
Backup and Backup Retention Policy
- Record Management Policy - Backup and Backup Retention Policy - Included with the policy are forms for establishing the record management retention and destruction schedule and a full job description with responsibilities for the ...
Record Management Policy
- Record Management, Retention, and Destruction Policy Template.
Current Issues in Records Management-1
- The need to ensure that certain information about individuals is not retained has brought greater focus to records retention schedules and records destruction. The most significant issue is implementing the required changes to ...
LCQ 10: Government records with historical value
- We have also issued guidelines to bureaux and departments on proper management and preservation of records which include establishing records retention and disposal schedules to facilitate systematic transfer of historical records to ...
Retention Periods and the FRCP | Email Archiving & Storage ...
- On the subject of email retention Bill, do you know of any sources that address best practices for general retention policy - in particular for public sector entities? When IT and records management staff are asked by upper manaement ...
Records management at Apple
- These applications manage records centrally, inform records managers when a given grouping of records has reached the end of its legal retention period and can thus be destroyed, and enable them to suspend the destruction of records...
November 21, 2008
- Acts as a contact between the University Archives and Yale offices, providing daily in-person, telephone, and written consultation with offices regarding records appraisal according to retention schedules, destruction methods, ...
PROTECTING YOUR COMPANY RECORDS FROM A MYRIAD OF THREATS
- The myriad of rules and laws dealing with record retention is a big reason many companies avoid the issue and just store everything away, or worse, make up their destruction policy as they go along. Penn Records Management consults with ...
Collin County, TX, prepares for the future with Laserfiche records...
- Anderson found the ideal solution in Laserfiche Records Management Edition (RME), which centralizes scanned paper and electronic records while automating records retention and destruction. “What I like about Laserfiche is that I can ...
[full-time] E-Records Administrator at HCR Group, Inc.
- The team will work with the Corporate Records Management team to develop, implement, and enhance workflow and operational processes for the management (retention and destruction) of e-records. Apply to this job.
News and Reviews: 'Managing the Crowd: Rethinking records...
- In the second part of the book Bailey seeks to demonstrate how the principles that currently underpin records management were formulated in another age and no longer operate. Concepts like ‘regardless of format’, appraisal, retention...
KMWorld.com: Records management: BEWARE, PREPARE
- For those firms, several best practices can be followed for effective record management and destruction. Experts recommend that companies develop policies and processes for record retention that fit their business and their industry. ...
SpringCM Records Management
- In today's environment of increasing controls and compliance, organizations need a way to manage the retention and destruction of business content according to company policy. Most importantly, they must do this in a way that is in ...
Sarbanes-Oxley’s Impact on Record Retention Policy
- Arthur Andersen’s Records Management Crime. The US legal system is giving all enterprises reasons to be more liberal in their retention of records, especially e-mail. One reason is a change in obstruction of justice law. ...
Records Management - where does it fit & where is it heading ?
- Some companies have also establised an Information Management standard. This may provide guidance on records management, eg including Records Disposal standards, as informed by the Australian Records Retention Manual. ...
LA Records Management
- Clients receive written certificates of destruction for all shredding services. Our pricing is simple: by the box. If your documents are not boxed, our records management consultants will meet with you to provide you a flat rate quote. ...
EVER America releases EverSuite Records Manager 2.0, Provides ...
- WATERLOO, ONTARIO September 19, 2004 — EVER America today announced the release of EverSuite Records Manager 2.0 offering a major upgrade to its predecessor and raising the standard for enterprise records management. ...
event based records retention in sharepoint - part 2
- say you are managing personnel records and retention assigned to them is ‘destroy 5 years after date of termination’. termination of employment is the event that triggers the start of the retention period. you have an employee, ...
Electronic Data Records Law | How to Win E-Discovery: E-mail ...
- Spoliation in Electronic Records LawIn records management one school of thought says employees should be expected to examine each of their e-mail, instant and text messages and make records retention decisions.
PENN RECORDS MANAGEMENT: The solution for records retention schedules
- Penn Records Management promotes best practices for document destruction so client is assured of being compliant. The sophisticated tools of the O?Neil software allow for retention schedule monitoring, electronic record tracking of ...
Crown Records Management Celebrates its 25th year serving Records...
- Businesses looked to information management suppliers like Crown for consultancy services, retention policy counseling, offsite storage solutions, escrow services and destruction policies. Data Privacy… The increased use of the Internet ...
Records Management: NHS Code of Practice (Scotland) Version 1.0
- Sample Action from Health Records Management Improvement Plan A6 - HEALTH RECORDS POLICIES & PROCEDURES POLICES & PROCEDURES 001. Retention, Destruction and Archiving Of Health Records 002. Confidentiality/Security and the Release and ...