Document Retention Policy

by Practical Law Litigation

A Standard Document detailing a document retention policy (DRP) designed to guide employees in managing company information from creation through destruction. It serves as a comprehensive records and information management policy that can be integrated into an employee handbook or used as a stand-alone document. This Standard Document applies to private sector organizations and is grounded in federal law. It explains the importance of retaining records to comply with legal and regulatory requirements, while preventing unauthorized destruction that could lead to fines, penalties, or litigation disadvantages. This Standard Document distinguishes between records, disposable information, and confidential information belonging to others, providing clarity on retention schedules and disposal practices. It mandates compliance by all employees, emphasizing the consequences of non-compliance and encouraging reporting of policy violations without fear of retaliation. The role of the Records Management Department and Officer is outlined, including responsibilities for document storage, retrieval, and destruction. Additionally, it addresses litigation holds, audits, and employee inquiries, ensuring that the policy remains effective and responsive to legal and business needs. This Standard Document has integrated notes with important explanations and drafting tips.