Hi there,
In order to have a retention process, you require a retention policy. Here are the steps to follow:
- Identify your departments.
- Identify the documents used in these departments and the purpose they serve in the organization.
- Determine the time frame for retaining these documents, usually ranging from 3-7 years.
- Establish a process for discarding these documents.
- Create a policy based on the above information.
- Develop a process for dealing with retained documents.
- Decide on the method of storage.
- Consider electronic storage of information, where you can scan documents and keep them as PDF files on an external disk. This way, even when physically discarding documents, you still have the electronic versions.
Please find attached a sample of a document retention policy pulled from the web: [link updated to site home] http://insightcced.org
I hope this information serves the purpose you're looking for.
Regards