Hi there,
In order to have retention process you require retention policy
• Identify your departments
• Identify your documents used in these department and the purpose they serve in the organization.
• Identify time frame in which these documents in which they require to be retained usually from 3-7 years
• Discarding process how do you discard these documents
• Create policy for using the above information
• Create process in which you deal with retained documents.
• Method of storage
• Do consider electronic storage of information where you can scan documents and keep them as PDF files in an external disk this way when discarding of physical document you still have the electronic version of them.
Please find attached sample of document retention policy pulled from the web:
http://insightcced.org <link updated to site home>
Hope this information service the purpose your looking for.
Regards