Data retention and disposal policy template
For staff who keep or dispose of company records. It sets a retention schedule for contracts, invoices, employee and recruitment records and logs, stops deletion under a legal hold, and defines secure disposal for paper and electronic data.
- App: Attestation Flow for Confluence
- Category: Privacy
- Edition: Picking the pack works in every edition; the paid settings and the starter text need a paid licence
- Re-acknowledge: every 365 days
Acknowledgement settings
#| Setting | Value in the pack |
|---|---|
| Suggested due date | 30 days after the requirement is set |
| Acknowledge again every | 365 days (paid) |
| Minimum reading time | 60 seconds (paid) |
| Quiz questions | 1 (paid) |
Note shown to readers:
By acknowledging, you confirm you will keep and dispose of records according to the retention schedule.
Starter text
#Template. This template is a starting point, not legal advice. Adapt it to your organisation, your contracts and the law that applies to you, and have it reviewed by a qualified professional before you rely on it.
Purpose
Keeping records too long creates risk and cost; deleting them too early breaks legal duties. The retention schedule sets the balance.
Retention schedule
- Customer contracts: [period] after the end of the contract.
- Invoices and accounting records: [period].
- Employee records: [period] after employment ends.
- Recruitment records of unsuccessful candidates: [period].
- System logs: [period].
Legal hold
When [legal contact] issues a legal hold, the records it covers must not be deleted until the hold is lifted.
Disposal
- Paper: shred or use the confidential waste bins.
- Electronic: delete from the system and from shared copies; IT wipes or destroys devices.
Quiz
#Includes 1 quiz question; the answers are not published here. They are shown only in the app's requirement editor, to the person setting up the requirement, who can change them before saving.
- A record has passed its retention period and is not on legal hold. What happens?
- Keep it forever just in case
- Dispose of it securely as the schedule says
Use it
#Edit a Confluence page, insert the Attestation Flow macro, open the requirement editor and pick the pack under Start from a policy pack. It fills the note and the due date; with a paid licence it also fills the re-acknowledgement window, the minimum reading time and the quiz, and can add the starter text to the page. Required readers are never preset: you choose them.
Related
#- Attestation Flow for Confluence documentation
- Confluence policy templates: all 16 templates