[{"data":1,"prerenderedAt":-1},["ShallowReactive",2],{"detail-sidebar-cat-1-en-105":3,"doc-seo-177102-105":53,"doc-detail-177102-en":126},{"code":4,"msg":5,"data":6},0,"success",[7,14,19,24,29,34,39,44,49],{"id":8,"doc_module":9,"doc_module_name":10,"category_name":11,"show_sort_weight":12,"slug":13},11,1,"Template","Presentations",90,"presentations",{"id":15,"doc_module":9,"doc_module_name":10,"category_name":16,"show_sort_weight":17,"slug":18},12,"Resumes",80,"resumes",{"id":20,"doc_module":9,"doc_module_name":10,"category_name":21,"show_sort_weight":22,"slug":23},14,"Invoices",70,"invoices",{"id":25,"doc_module":9,"doc_module_name":10,"category_name":26,"show_sort_weight":27,"slug":28},15,"Posters",60,"posters",{"id":30,"doc_module":9,"doc_module_name":10,"category_name":31,"show_sort_weight":32,"slug":33},16,"Social Media",50,"social-media",{"id":35,"doc_module":9,"doc_module_name":10,"category_name":36,"show_sort_weight":37,"slug":38},17,"Forms",40,"forms",{"id":40,"doc_module":9,"doc_module_name":10,"category_name":41,"show_sort_weight":42,"slug":43},18,"Letters",30,"letters",{"id":45,"doc_module":9,"doc_module_name":10,"category_name":46,"show_sort_weight":47,"slug":48},21,"Paper Templates",5,"papers-templates",{"id":50,"doc_module":9,"doc_module_name":10,"category_name":51,"show_sort_weight":4,"slug":52},158,"General","general-158",{"code":4,"msg":54,"data":55},"ok",{"site_id":56,"language":57,"slug":58,"title":59,"keywords":60,"description":61,"schema_data":62,"social_meta":119,"head_meta":121,"extra_data":123,"updated_unix":125},105,"en","record-retention-policy-template-2021-for-secure-storage-and-disposal","Record Retention Policy Template 2021 - For Secure Storage and Disposal","","Record Retention Policy Template for managing how [INSERT ORGANISATION NAME] retains, accesses, secures, and disposes of records. Establishes the purpose, scope across trustees, employees, and volunteers, and decision-making by trustees based on legal duties, best practice, storage costs, and historical value. Integrates data protection requirements, defines responsibilities for secure storage and retrievability, and sets annual review, disposal requests, secure destruction of electronic records, and a pandemic/emergency process.",{"@graph":63,"@context":118},[64,80,101],{"@type":65,"itemListElement":66},"BreadcrumbList",[67,71,74,77],{"item":68,"name":69,"@type":70,"position":9},"https://docshare.wps.com","Home","ListItem",{"item":72,"name":10,"@type":70,"position":73},"https://docshare.wps.com/template/",2,{"item":75,"name":41,"@type":70,"position":76},"https://docshare.wps.com/template/letters/",3,{"item":78,"name":59,"@type":70,"position":79},"https://docshare.wps.com/template/record-retention-policy-template-2021-for-secure-storage-and-disposal/177102/",4,{"url":78,"name":59,"@type":81,"image":82,"author":87,"headline":59,"publisher":90,"fileFormat":93,"inLanguage":57,"description":61,"dateModified":94,"datePublished":95,"encodingFormat":93,"isAccessibleForFree":96,"interactionStatistic":97},"DigitalDocument",{"url":83,"@type":84,"width":85,"height":86},"https://docshare.wps.com/thumbnails/record-retention-policy-template-2021-for-secure-storage-and-disposal/177102.png","ImageObject",442,249,{"name":88,"@type":89},"Aria Callaghan","Person",{"url":68,"name":91,"@type":92},"DocShare","Organization","application/vnd.openxmlformats-officedocument.wordprocessingml.document","2026-10-22","2026-09-02",true,{"@type":98,"interactionType":99,"userInteractionCount":8},"InteractionCounter",{"@type":100},"ViewAction",{"@type":102,"mainEntity":103},"FAQPage",[104,110,114],{"name":105,"@type":106,"acceptedAnswer":107},"What is the purpose of the record retention policy?","Question",{"text":108,"@type":109},"It ensures records and documents of [INSERT ORGANISATION NAME] are retained securely, remain accessible to those who need them, and are disposed of when no longer required for legal, business, or historical reasons.","Answer",{"name":111,"@type":106,"acceptedAnswer":112},"How does the policy address data protection requirements?",{"text":113,"@type":109},"It requires that personal data is not kept longer than necessary, kept only with a valid reason under the legislation, stored securely, retrievable for access requests, and disposed of in line with legal obligations and business needs.",{"name":115,"@type":106,"acceptedAnswer":116},"How are records reviewed and disposed of?",{"text":117,"@type":109},"Records are reviewed annually by the data owner against the Record Retention Schedule. If retention is no longer required, a Disposal Request form is completed detailing disposal method and rationale, then approved and signed, with disposal date recorded by the data owner.","https://schema.org",{"og:url":78,"og:type":120,"og:title":59,"og:site_name":91,"og:description":61},"article",{"robots":122,"canonical":78},"index,follow",{"doc_id":124,"site_id":56},177102,1788326573,{"code":4,"msg":5,"data":127},{"doc_id":124,"user_id":128,"nickname":88,"user_avatar":129,"doc_module":9,"category_id":40,"category_name":41,"doc_title":59,"doc_description":61,"doc_content":130,"file_id":131,"file_url":132,"file_type":133,"file_size":134,"view_count":8,"is_deleted":4,"is_public":9,"is_downloadable":9,"audit_status":9,"page_count":47,"language":135,"language_code":57,"site_id":56,"html_lang":57,"table_of_contents":136,"faqs":137,"seo_title":138,"seo_description":61,"update_tm":125,"read_time":73},962084926284,"https://ap-avatar.wpscdn.com/davatar_29158cc5080c5b710cf443261637dec0","This template has been provided the Scottish Council for Voluntary Organisations (SCVO).\nUse of this model policy is entirely at your own risk. The policy should be adapted to suit your own organisational needs, and you should ensure if meets your own specific requirements. You should also check this policy is compliant with the law and your organisation’s governing document. No liability rests with SCVO.\nFor more information see our information on \u0013 HYPERLINK \"https://scvo.scot/support/using-scvo-templates\" \u0014using SCVO templates\u0015.\nRecord Retention Policy for [INSERT ORGANISATION NAME]\nThe draft policy is appropriate to charities, voluntary organisations who are not a charity would not include references to the Trustee Duties contained in the \u0013 HYPERLINK \"http://www.legislation.gov.uk/asp/2005/10/contents\" \u0014Charities and Trustee Investment (Scotland) Act 2005\u0015 (the 2005 Act) but should retain references to the Data Protection Act. The named post holders in the policy should be amended to reflect those of the organisation.\nIntroduction\nThe purpose of this policy is to ensure that records and documents of [INSERT ORGANISATION NAME] are retained in a secure environment, are accessible to those who need them and are securely disposed of when they are no longer required for legal, business or historical reason.\nThe policy applies to all trustees, employees and volunteers of [INSERT ORGANISATION NAME].\nThe length of retention for each type of record will be determined by [INSERT ORGANISATION NAME] Trustees. Their decision will be based on several factors, including legal requirements, best practice, storage costs and historical significance.\nScope\nThe policy applies to records received and created by [INSERT ORGANISATION NAME] including electronic documents, email, internet, databases, videos and hard copy.\nData Protection\nThe policy will ensure that [INSERT ORGANISATION NAME] complies with data protection legislation. This requires that [INSERT ORGANISATION NAME] does not retain personal data for longer than is necessary.\nThe principles of the data protection legislation require that [INSERT ORGANISATION NAME] must only keep data when there is a valid reason for doing so and the Trustees will ensure that the records kept meet at least one of the 6 valid reasons detailed in the legislation. Records will be held securely and will be kept only whilst there is a business or legal need for them.  Records will be easily retrievable and will allow a natural person access to the information held by [INSERT ORGANISATION NAME] with respect to their information should they request it.\n[INSERT ORGANISATION NAME] will ensure that data is secure when it is on any premises occupied by [INSERT ORGANISATION NAME. A record of the storage location will be maintained for all records.\nAll records created by or on behalf of [INSERT ORGANISATION NAME] remain the property of [INSERT ORGANISATION NAME]. Records, both hard copy and electronic will be securely disposed of or released in accordance with legislation and [INSERT ORGANISATION NAME]’s business needs.\n[INSERT ORGANISATION NAME] will maintain retention schedules tracking the retention and disposal of records.  The data owner is responsible for the storage and retrieval of records and will determine what will be kept and where and how the records will be kept.\nReview and Audit\nRecords will be reviewed by the data owner against the Record Retention Schedule on an annual basis.  Where there is no longer a legal, business or historical requirement to retain the record a Disposal Request form will be completed and passed to the [INSERT NAME OF RESPONSIBLE POST, THIS COULD BE THE CHAIR, HEAD OF APPROPRIATE COMMITTEE, CEO OR DIRECTOR].\nThe Disposal Request form will detail the method of disposal of the records.  Where hard copy records are shredded, this will be to at least DIN 5 size.  Electronic records must be securely destroyed, and all backups and copies must be included in the destruction of the rec","cbCaimRVg5EzgnUh","https://ap.wps.com/l/cbCaimRVg5EzgnUh","docx",35439,"English","# Introduction\n## Scope\n# Data Protection\n# Review and Audit\n## Pandemic process\n# Appendix (i) – Examples of items on a Records Retention Schedule","[{\"question\":\"What is the purpose of the record retention policy?\",\"answer\":\"It ensures records and documents of [INSERT ORGANISATION NAME] are retained securely, remain accessible to those who need them, and are disposed of when no longer required for legal, business, or historical reasons.\"},{\"question\":\"How does the policy address data protection requirements?\",\"answer\":\"It requires that personal data is not kept longer than necessary, kept only with a valid reason under the legislation, stored securely, retrievable for access requests, and disposed of in line with legal obligations and business needs.\"},{\"question\":\"How are records reviewed and disposed of?\",\"answer\":\"Records are reviewed annually by the data owner against the Record Retention Schedule. If retention is no longer required, a Disposal Request form is completed detailing disposal method and rationale, then approved and signed, with disposal date recorded by the data owner.\"}]","Record Retention Policy Template 2021 - For Secure Storage and Disposal | DOCX"]