Document retention is the practice of storing documents for a defined period of time based on legal, regulatory, and business requirements, followed by secure disposal when they are no longer needed. Proper document retention ensures compliance, reduces risk, and improves information governance.
What Is Document Retention?
Document retention defines how long documents must be kept and when they can be archived or disposed of. Retention policies help organisations meet regulatory obligations while avoiding unnecessary storage of outdated or obsolete documents.
What Is Document Retention?
Document retention refers to the rules and schedules that determine how long different types of documents must be stored. These rules are often driven by regulations, industry standards, and internal governance policies.
Why Document Retention Is Important
- Ensures compliance with legal and regulatory requirements
- Reduces risk related to improper document storage
- Supports audit readiness and inspections
- Improves information governance and control
Common Document Retention Examples
- Retention of SOPs and quality documents
- Financial record retention for audits and tax purposes
- Employee records retention
- Contract and agreement retention schedules
Where Document Retention Is Required
- Pharmaceutical, healthcare, and life sciences industries
- Manufacturing and quality management systems
- Finance, legal, and regulated enterprises
- Records and information governance programs
Manual vs Automated Document Retention
- Manual retention: Spreadsheets and policies that are difficult to enforce consistently
- Automated retention: System-enforced schedules with secure archival and disposal
How Document Retention Supports Compliance
Document retention ensures records are available for audits, investigations, and inspections while preventing premature deletion or excessive retention. Regulators rely on retention controls to verify data integrity and governance.
Next Steps for Organisations
- Identify documents subject to retention requirements.
- Define retention schedules and disposal rules.
- Implement a document management system with automated retention.
Learn how modern document management platforms support document retention by exploring document management software features, book a demo, or contact our team.
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Frequently Asked Questions
What is document retention used for?
Document retention is used to ensure documents are stored for required periods and disposed of securely in compliance with regulations.
Is document retention required for compliance?
Yes. Most regulations require defined retention periods for regulated and business-critical documents.
What happens if documents are retained too long?
Over-retention increases legal risk, storage costs, and exposure during audits or litigation.
Can document retention be automated?
Yes. Modern document management systems automate retention schedules, archival, and disposal.
