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To manage and protect important data, data retention policy serves as a key step. It avoids any criminal, financial or civil penalties that result from practices of poor data management.
The types of data a business must be retained depends on the industry-imposed regulations as well as International, federal, state and local policies. For maintaining the data and retaining them, these bodies set the time. Also, they dictate the term of the way in which those data are to be stored.
So, there is no way you can avoid or practice poor data management. You have to develop an air-tight policy of retention, both as hardcopy or electronic, and it will provide real benefit to the organization.
Following are the benefits for an organization for maintaining document retention policy:
- Your outdated and duplicate data will be removed
When you go through the data retention policy daily or on a regular basis, you will have the opportunity to clean your system; you can remove all the duplicate and outdated files that creates confusion and mess up with many necessary searches.
- You are going to have more storage space
When you are storing your data, your extra storage spaces can always be used for the new files. Whereas, if you can move your data to the cloud storage, your costs will get lower, as you can clean your data before they are migrated to cloud storage if you find any duplicate.
When you consider the increasing data and complexity of data in this generation of the business environment, and the regulatory bodies continuously keeping an eye on every company, you should create a data retention policy of top-notch for the smooth running of your company. This will ensure that your company is making a profit and you don’t have to face any problem in the future.