Retaining Organizational data is everybody’s concern, and its scope goes beyond how long to retain it and what information is to be preserved. Organizations are aware of the fact that they have to retain it for a specific amount of time to meet legal obligations. Now the question is when files/docs reach the end of the retention period, should they be further retained or erased immediately?

Here are a few ways in which you can save your organizational data:

1. 1. Use of Cloud directories:

      Certain files and documents migrate across categories, and organizations need to make sure that they create processes and policies that can handle the safe migration of such records. Certain organizations use cloud directories to automate control access rights and file management.

   2. Standardized Documentation:

      Policies should be created as such that revolve around determining business, legal, security and regulatory issues. Documenting compliance with standards and regulations is essential.

   3. Team effort:

      Implementing retention policies requires technical knowledge and processes for archiving, destroying and storing data. Certain programs are a team sport that involves participation from business managers, IT/security staff and compliance experts. These team members utilize their technical knowledge and skills to solve the data retention problem.

   4. Support from authorized professionals:

      Upper management support and guidance are also crucial for carrying on successful retention programs. This particular factor keeps the processes on track and prevents conflicts like whether to keep the data or destroy it, from happening.

   5. Internal business processes:

      Most of the data and documents that are generated by business processes can be stored or deleted based on the procedures and policies of the application that created them. Although, some materials should be explicitly covered within a retention program because their presence is not guaranteed by the archiving procedures and base-level programs of the organization.

   6. Implement a GDPR policy:

      Implementing the usage of GDPR compliant retention policy can clearly define the time slot for which data would be retained, when to utilize it and when to let go off it. It may seem like a daunting task, but it’ll help you achieve the level of preciseness that is possible to implement.

The retaining processes mentioned above don’t only provide your organization with some of the business-friendly compliant policies, but also enforce best in class retention policies across the full life-cycle of your data.

You may also like to Read:
Power to the People: GDPR, Trust and Privacy
Accelerate your GDPR compliance journey with Microsoft 365
GDPR: Retention Requirement for Relevant Duration