A GDPR data retention policy is an important document that describes the approach taken by an organization in respect of personal data retention and destruction. It provides for an organization’s compliance with the general data protection regulations and enhances the safety of sensitive information. The policy acts as a reference document for employees to promote their understanding of personal data handling and the required compliance.
Defining a Data Retention Policy
A data retention policy is a set of records clearly stating an organizations period of time to store a person’s data. It also contains the content of the data held, the reason why the data is held and how long the data would be held. This policy assists the organizations from holding on to the data for longer than is necessary hence bringing down the incidences of non-compliance as well as data breaches.
Key Components of a Data Retention Policy
A suitable data retention policy GDPR should contain the following key provisions. Such provisions include classification and categorization of data, physical and logical locations and security of data storage, time frames for data retention and destruction methods, rights and requests of data subjects, training and awareness for employees, and data audits and reviews. These additional requirements mean organizations will not just have a vigorous policy but a practical one.
GDPR Data Retention Requirements
The GDPR has principles regarding the retention period that include the purpose limitation by limiting the storage of data for a reasonable period, quality limiting by keeping data that is only accurate and in working order, ensuring that reasonable technical, organizational and administrative security measures are taken to avoid unauthorized access to personal data and ensuring that data subjects are able to execute their access and destruction rights.
Data Storage and Retention Best Practices
GDPR compliance depends on the data practices of organizations, which include GDPR data storage duration policies. Some of the data practices include the use of secure data centers that meet the required standards, use of strong access and encryption policies, constant review of the data retention policies, data accuracy and reliability, and proper data subject affording rights and requests.
Creating a Data Retention Policy
Implementing a data retention policy within an organization requires many steps.
- First, a data retention policy should be compulsory.
- Second, an inventory of data stored in the organization must be done and categorized into classes; also the period for which each class of data can be retained and the methods to be used for its disposal should be agreed upon;
- Third, the geographical regions where the data will be stored and the safety measures to be established should be determined;
- Fourth, human resource policies such as employee recruitment and other initiatives such as public awareness campaigns should be planned;
- And lastly, audits of the relevant information, compliance and practice of policies, etc, should be done periodically. By applying these steps, organizations fulfill all the needs necessary for such policies.
Implementing a Data Retention Policy
There is a need for communication training and review of a data retention policy that has been implemented. Sometimes, organizations set forth policies that outline employee’s responsibilities; it is important to communicate the policy to the whole employee’s organizations, training confused employees, offer routine staff training, and policy awareness activity, policy implementation and monitoring through periodic surveys. Compliance monitoring and evaluation and revision of the policy can also be done to address the policy working optimally at all times as per the business changing trends and also changes in the requirements of the GDPR.
Conclusion
In a short paragraph, it can be stated that, a data retention policy under GDPR is the document that constitutes one of the parts of the data protection policy in any organization regardless of the position or legal status. By understanding the importance of a data retention policy and implementing best practices, organizations can ensure GDPR compliance and protect sensitive personal data. Remember, a data retention policy is a living document that requires regular review and updates to ensure ongoing compliance.
