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Data Retention (or should that be destruction) of personal data?
Those businesses who have sorted out their data protection policies should also have one on data retention specifying what records you have, and how long you are going to keep them – and why. However, just having a policy is not enough – you actually have to go through your data and destroy those documents that are out of date or no longer relevant.

We all tend to hoard things, just in case we might need them, but I thought that I should follow my own advice. So recently I started working through old personal data held by Cherington HR in its archives. I last did this 3 years ago, so did not think that there would a lot to dispose of. How wrong I was! I eventually amassed 55kg of paper for confidential shredding – never mind the electronic copies!

When you sort out your documents and get the out-of-date ones destroyed, do not forget to keep a copy of the certificate of disposal and a list of the files that you no longer have. That way, if you get a subject access request (SAR) you can show when old documents were destroyed. It will also keep the amount of searching that you have to do down to a minimum.

If you have not yet thought about this aspect of GDPR and need some help working out what you need to keep and for how long, please get in touch today.
Posted on 03 May 2018


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