How do you manage data retention and deletion policies?

2 How to create data retention and deletion policies?

To create data retention and deletion policies, you need to conduct a data inventory and a data retention audit. A data inventory is a comprehensive list of all the data you collect, store, or process, along with its sources, purposes, categories, formats, locations, and recipients. A data retention audit is an evaluation of the legal, operational, and contractual reasons for keeping data, and the risks and benefits of deleting data. Based on these analyses, you can determine the retention periods and deletion methods for each type of data, and document them in clear and consistent policies.

3 How to implement data retention and deletion policies?

To implement data retention and deletion policies, you need to establish data governance and data lifecycle management processes. Data governance is the set of roles, responsibilities, rules, and standards that guide how you handle data in your organization. Data lifecycle management is the process of monitoring, controlling, and optimizing the flow of data from creation to deletion. You need to assign data owners, custodians, and stewards who can oversee and enforce the policies, and use data management tools and systems that can automate and track the data retention and deletion actions.

4 How to review and update data retention and deletion policies?

To review and update data retention and deletion policies, you need to conduct regular audits and assessments. You need to check if your policies are still aligned with the current legal, operational, and contractual requirements, and if they are still effective and efficient. You also need to monitor the performance and compliance of your data management tools and systems, and identify any gaps or issues. You need to update your policies accordingly, and communicate the changes to your stakeholders, including your data subjects, customers, partners, and regulators.

5 How to communicate data retention and deletion policies?

To communicate data retention and deletion policies, you need to use clear and accessible language and channels. You need to inform your data subjects about your policies when you collect their data, and provide them with options to opt-in, opt-out, or request access, correction, or deletion of their data. You need to publish your policies on your website, and update them regularly. You also need to provide your customers, partners, and regulators with the relevant information and evidence of your data retention and deletion practices, and respond to their inquiries or complaints promptly and professionally.

6 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?