One of the key aspects of compliance when it comes to managing information is setting a retention period for the documents you create.
Set Retention Schedules by Document Type
Retention schedules can be set up for document types created in the File Management Software. These can then be used to automatically apply the correct retention period for HR records, invoices, contracts and other document types.
Automate Expiry Alerts
While deleting documents is part of your work, as a manager you would like to be reminded of files nearing their expiry date. Automated Expiry Alerts ensure that you are notified in time to review the files and, where necessary, transfer them to a new archive or delete them.
Prove Compliance With an Audit Trail
If you’re ever asked by a regulator whether you deleted personal data on time, an audit trail will provide a timestamped record of all activities. The rules around the retention of personal data under UK GDPR are set out by the Information Commissioner’s Office (ICO), and evidence from your file management software of how long you kept it for will demonstrate compliance.
Pause Deletion During Legal Holds
It’s possible that litigation may be pending and therefore all files (of whatever nature) may need to be kept in order to be used as evidence in a court of law. A Legal Hold can be placed on the system in order to override the normal retention schedule until the litigation is settled.
Looking for file management software options for small businesses?
A useful reference for File Management Software is www.watermarktech.co.uk/file-management-software.
Getting retention right means keeping enough information for long enough to be useful and then deleting it to prevent it becoming a liability.
