GDPR and Document Retention: Best Practices
As businesses and organizations work towards compliance with the General Data Protection Regulation (GDPR), one aspect of the regulation that should not be overlooked is the proper management of document retention. GDPR places strict requirements on how long organizations are allowed to retain personal data and what they are allowed to do with it once it is no longer needed. In this article, we will explore the best practices for document retention under GDPR and what steps your organization can take to ensure compliance.
Understanding Document Retention Under GDPR
The GDPR requires businesses and organizations to only collect and retain data that is necessary for the specific purpose for which it is being used. This means that any personal data collected by your organization must be right, lawful, transparent, and limited to what is necessary for the stated purpose. Once the data is no longer needed for the specific purpose for which it was collected, it must be deleted or destroyed.
Under GDPR, businesses and organizations are required to keep records of data processing activities. This includes documenting what data is being processed, how it is processed, who has access to it, and when it is deleted or destroyed. This documentation is an essential part of demonstrating GDPR compliance.
Best Practices for Document Retention Under GDPR
1. Develop a Retention Policy
The first step in ensuring GDPR compliance for document retention is to develop a retention policy. This policy should outline how long data should be retained for, how it should be stored, and how it should be disposed of once it is no longer needed. The retention policy should be based on the specific purpose for which the data was collected, as well as any legal or regulatory requirements.
2. Use Data Classification
Using data classification is a best practice for managing document retention. This involves categorizing data based on its level of sensitivity, so you can prioritize how it is handled and protected. This allows you to identify which data needs to be held for longer and which can be deleted or destroyed sooner.
3. Implement Automated Document Retention Processes
Automated document retention processes are a best practice for managing document retention under GDPR. This involves using software that automatically identifies when data is no longer needed and deletes it according to the retention policy. This not only ensures GDPR compliance but also minimizes the risk of data breaches as it reduces the amount of personal data being held unnecessarily.
4. Regularly Review and Update Your Retention Policy
Finally, businesses and organizations must regularly review and update their retention policy to ensure GDPR compliance. This should include changes in legal or regulatory requirements, as well as changes to the specific purpose for which the data is being collected.
The Bottom Line
Ensuring GDPR compliance for document retention is essential for all businesses and organizations. Failure to comply with GDPR regulations can result in significant fines and damage to your organization’s reputation. By developing a retention policy, using data classification, implementing automated retention processes, and regularly reviewing and updating your policy, your organization can manage document retention in full compliance with the GDPR.
Check out HelpRange
Check out our product HelpRange. It is designed to securely store (GDPR compliant), share, protect,
sell, e-sign and analyze usage of your documents.