Applies To: All employees
Last Updated: August 2025
Owner: Records Management Team
Overview
Proper document retention ensures compliance with legal requirements and supports business continuity. Employees must follow guidelines on how long documents should be stored and how to archive them securely.
Retention Periods
- Financial Records: 7 years
- HR Documents: 5 years after employee separation
- Contracts: 6 years after expiration
- General Correspondence: 2 years
Archiving Steps
- Identify documents due for archiving.
- Label documents with retention category.
- Upload digital files to the Document Management System (DMS).
- Send physical files to the Records Department if required.
Secure Disposal
After the retention period ends, documents are securely disposed of by:
- Shredding: For paper files.
- Data Wiping: For electronic files.
Compliance Notes
Failure to follow retention guidelines may result in penalties, audit issues, or legal risks. Employees are responsible for ensuring compliance with these processes.
