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There are a number of reasons why an organization may want to create a records retention policy. Some
records are subject to the Freedom of Information Act, the Privacy Act, HIPAA, or policies related to
Sarbanes-Oxley. Beyond legal requirements, an organization may just want an efficient way to archive project records,
communications, and other data.
Although records retention is not specifically a telework issue, records management becomes more problematic when
data are being generated and stored in individual's homes. If the organization has a records retention policy, it
should be amended to address telework. If the organization plans to create a policy or incorporate some records
retention guidelines in a telework policy, here are a few points to consider:
- Identify a records steward and departmental contacts.
- Evaluate the business need for records.
- Determine if any government or industry regulations or requirements apply.
- Identify the types and sources of records, whether electronic or hard copy that need to be retained.
- Define the retention or destruction period for different classes of records.
- Establish the infrastructure and procedures required to support records retention.
- Determine if additional storage be required to support records retention.
- Develop a records retention policy, along with a communication and enforcement plan.
- Ensure the records retrieval system is practical.
- Consider both the up front and on-going costs of a records retention policy.
- Ensure that teleworkers understand that all aspects of your records retention policy
apply to their work-related data and records, even if located on their personal home computer.
Records management is discussed on the Workplace & Legal Issues page.
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