Officer Document provides guidance for determining appropriate records retention periods based on six key considerations: statutory requirements, legal evidence needs, financial accountability, internal regulations, ongoing business needs, and heritage or data protection concerns. Records should be retained as long as necessary to satisfy legal obligations, support audits and rights, and serve the long-term informational needs of the business, and personal data should not be kept longer than its purpose requires.

1. Officer Document says….
Please consider the following when
determining records retention periods…
1. Statutory: where a specific retention period is set by a law or regulation for a particular record type.
2. Legal Evidence: where records are retained to support and evidence contract-related or other legally
enforceable rights and obligations. (Remember some clients can want certain records disposed after use)
3. Financial Accountability: records documenting financial activity that are required to meet audit and tax
requirements and/or to maintain an accurate financial picture over time.
4. Internal Regulation: Keeping records to meet internal audit purposes and/or the implementation of
company policy.
5. Business Need: how long a record is needed by the business to support the performance of current or
future work, including longer term informational or research value.
6. Heritage: Where there are enduring cultural and/or historical considerations.
7. Data Protection: Personal data processed for any purpose or purposes shall not be kept for longer than is
necessary for that purpose or those purposes.
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