A clear and well-structured Data Retention Policy is essential for any organisation that creates, stores, or processes information. Not only does it support efficient record management, but it also ensures compliance with UK GDPR, the Data Protection Act 2018, and industry standards such as BS 10008.

Moreover, at Data Solutions Group, we help organisations define, manage, and automate their data retention rules across both physical and digital records.

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1. Purpose of the Data Retention Policy

First and foremost, the policy should explain why it exists. This normally includes:

• Ensuring legal and regulatory compliance

• Reducing risk from over-retained data

• Improving operational efficiency

• Protecting sensitive and personal information

• Supporting audits, investigations, and litigation

In other words, it sets the foundation for how information is controlled throughout its lifecycle.

Additionally, a clear purpose helps employees understand the importance of compliance and encourages consistent behaviour.

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2. Scope of Records Covered

Next, the policy must clearly define what types of data it applies to. This usually includes:

• Paper records

• Scanned documents

• Digital files

• Emails

• Databases

• Microfilm and legacy archives

• Cloud-based storage

Furthermore, it should specify whether the policy applies to employees, customers, suppliers, or all data subjects. Consequently, everyone involved knows exactly which records are included.

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3. Data Categories and Classifications

A strong retention policy should divide data into clear categories, such as:

• Financial records

• HR and payroll files

• Customer data

• Contracts

• Health & safety records

• Engineering drawings

• Planning and building control files

• Emails and correspondence

Because different data types have different legal lifespans, this step is critical for setting accurate retention rules. Therefore, categorising records helps prevent both under-retention and over-retention.

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4. Legal and Regulatory Requirements

Every policy must reference the laws and standards that drive retention, including:

• UK GDPR

• Data Protection Act 2018

• HMRC retention rules

• Companies Act

• Health & Safety regulations

• FCA and financial compliance (if applicable)

• BS 10008 (for digital records admissibility)

As a result, records are kept long enough to remain compliant — but not longer than necessary.

Additionally, referencing the relevant legislation provides clarity for audits and inspections.

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5. Retention Periods

This is the core of the policy.

Specifically, each record type should have a defined retention period, for example:

By setting these rules clearly, organisations avoid unnecessary storage, legal exposure, and GDPR breaches. Moreover, it simplifies audits and ensures accountability.

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6. Storage and Security Rules

The policy should explain how records are protected, including:

• Secure physical storage

• Controlled access

• Encrypted digital systems

• Backup and disaster recovery

• Secure scanning and indexing

• Audit trails

At the same time, at Data Solutions Group, secure document scanning, OCR, and compliant digital archiving play a key role in safeguarding your data. Consequently, your records are both accessible and secure.

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7. Document Scanning and Digital Records

In addition, a modern retention policy must include how paper records are converted and controlled.

This should define:

• When paper is scanned

• Whether originals are destroyed or retained

• How scanned files are indexed

• How long digital copies are kept

• How authenticity is maintained (BS 10008 compliance)

Therefore, digital records remain legally admissible and securely managed.

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8. Destruction and Disposal Procedures

Just as importantly, storage is only half the story; the policy must also cover how data is destroyed.

It should include:

• Secure shredding of paper

• Certified digital deletion

• Destruction of backup copies

• Destruction logs and audit trails

• Use of approved disposal providers

Moreover, at Data Solutions Group, all confidential destruction services are fully GDPR-compliant and auditable.

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9. Roles and Responsibilities

The policy should name:

• Data Protection Officer (or equivalent)

• Records Manager

• IT and compliance teams

• External data processors (such as scanning providers)

As a result, accountability is clear at every stage of the data lifecycle. Consequently, everyone knows their role and obligations.

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10. Review and Audit Process

Finally, the policy should state:

• How often it is reviewed

• Who approves updates

• How compliance is monitored

• What happens if breaches occur

Because legislation and business needs change, retention policies must evolve too. Therefore, regular reviews and audits are essential.

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How Data Solutions Group Supports Your Data Retention Policy

At Data Solutions Group, we help organisations turn their retention policies into working, compliant systems through:

• Secure document scanning

• OCR and data capture

• Digital archiving

• Retention-driven file management

• Automated destruction workflows

• GDPR- and BS 10008-compliant processes

Ultimately, whether your records are still in filing cabinets or already digital, we ensure they are retained, accessed, and destroyed correctly. In other words, you can have confidence in both compliance and efficiency.

📞 Call us today on 01625 400250 or
💬 Request a Free Quote Online — we’re happy to arrange a consultation or site visit.

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