DOCUMENT RETENTION POLICY (FOR DOCUMENT CREATION, RETENTION AND DESTRUCTION)

This Document Retention Policy covers how to require an organization's documents to be retained, and explains the document officer, index, security policy, shadow data, document formats, document creation, purge process, document creation, document destruction, administrative documents, personnel documents, business documents, insurance documents, finance documents, regulatory documents, securities documents, permanent documents, required to be retained by law documents, permanent documents, legal and related documents, dispute documents, trade secret documents and general provisions for a document retention policy.

Party 1 (You)

Name / Company

Individual / Company

Address 1

Address 2

City

State/Province

Zip

And Party 2 (Them)

Name / Company

Individual / Company

Address 1

Address 2

City

State/Province

Zip

Related Contracts

Data Retention Policy (for document creation, retention and destruction)

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Question 18 of 18

1 Purge Personnel Documents

PURGE - PERSONNEL - How often should personnel Documents be purged?

2 Purge Business Documents

PURGE - BUSINESS - How often should business Documents be purged?

3 Purge Insurance Documents

PURGE - INSURANCE - How often should insurance Documents be purged?

4 Purge Finance Documents

PURGE - FINANCE - How often should finance Documents be purged?

5 Purge

PURGE - SECURITIES - When should securities Documents be purged after the retention period?

6 Securities Documents Retention Period

PURGE - SECURITIES RETENTION PERIOD - How long is the retention period for Securities Documents?

7 Describe Other Regulatory Documents

PURGE - OTHER REGULATORY DOCUMENTS - Please describe these other regulatory Documents and each applicable retention period for each Document (i.e., how long each Document must be retained).

8 Purge Other Regulatory Documents

PURGE - OTHER REGULATORY - When should other regulatory Documents be purged after the retention period?

9 Describe Retained by Law Documents

PURGE - OTHER RETAINED BY LAW DOCUMENTS, RETENTION PERIOD - Please describe these other Documents required to be retained by law and each applicable retention period for each Document (i.e., how long each Document must be retained).

10 Purge Retained by Law Documents

PURGE - OTHER RETAINED BY LAW - When should other Documents required to be retained by law be purged?

11 Purge Duplicate Legal and Related Documents

PURGE - LEGAL AND RELATED - How often should duplicate legal and related Documents be purged?

12 Describe Other Permanent Documents

PURGE - OTHER PERMANENT DOCUMENTS - Please describe these other permanent Documents.

13 Purge Duplicate Other Permanent Documents

PURGE - OTHER PERMANENT - How often should duplicate other permanent Documents be purged?

14 Dispute Document Review

PURGE - DISPUTE DOCUMENTS - How often should Dispute Documents be reviewed?

	Annually an annual
	Semiannually a semiannual
	Quarterly a calendar quarter
	Monthly a monthly

15 Trade Secret Documents Review

PURGE - TRADE SECRETS - How often should trade secret Documents be reviewed?

	Annually an annual
	Semiannually a semiannual
	Quarterly a calendar quarter
	Monthly a monthly

16 Describe Additional Documents

PURGE - ADDITIONAL DOCUMENTS - Please describe these additional Documents.

17 Purge Additional Documents

PURGE - ADDITIONAL - How often should additional Documents be purged?

18 Purge Unspecified Documents

PURGE - UNSPECIFIED - How long after creation should unspecified Documents be purged?

The "purge" requirement allows an organization to regularly get rid of unnecessary Documents that could eventually take up too much storage and make management and retrieval challenging.

The retention period is usually a legally required or internally mandated time frame to retain a document before you can destroy it.

It's very important to specifically describe the Documents covered so that it is completely clear as to which ones should be retained or destroyed. The retention period is usually a legally required or internally mandated time frame to retain a document before you can destroy it.

The "purge" requirement allows an organization to regularly get rid of unnecessary Documents that could eventually take up too much storage and make management and retrieval challenging.

It's very important to specifically describe the Documents covered so that it is completely clear as to which ones should be retained or destroyed.

The "purge" requirement allows an organization to regularly get rid of unnecessary Documents that could eventually take up too much storage and make management and retrieval challenging.

Reviewing Documents regularly allows an organization to make sure it retains the right Documents.

It's very important to specifically describe the Documents covered so that it is completely clear as to which ones should be retained or destroyed.

The "purge" requirement allows an organization to regularly get rid of unnecessary Documents that could eventually take up too much storage and make management and retrieval challenging.

Comments:

[WARNING: THIS AGREEMENT AND ALL QUESTIONS ARE OFFERED AS SAMPLES ONLY. USE OF THIS AGREEMENT IS BY YOU AT YOUR DIRECTION, IS NOT DIRECTED BY WHICHDRAFT.COM, AND IN NO WAY CONSTITUTES LEGAL ADVICE. WHICHDRAFT.COM RECOMMENDS THAT ANYONE ENTERING INTO A CONTRACT CONSULT AN ATTORNEY FOR LEGAL ADVICE. THE COPYRIGHT IN THIS CONTRACT IS OWNED BY RADIO FREE CONTRACTS LLC.]

DOCUMENT CREATION, RETENTION AND DESTRUCTION POLICY

This Document Creation, Retention and Destruction Policy ("Policy") is made as of March 11, 2010 (the "Effective Date") and applies to , an individual with an address at , , .

1. GENERAL. The purpose of this Policy is to assure that all Documents are created, retained, and destroyed in compliance with the respective needs of Party-1.

2. DEFINITIONS.

(a) "Document" means all materials specified in Section VI (Document Categories) in all formats and on all media specified in Section III (Document Formats).

(b) "Document Officer" means the individual designated by Party-1 to perform the duties specified in this Policy and to periodically review this Policy for updates as required by applicable laws, regulations, rules, rulings, and orders as well as the needs of Party-1.

(c) "Index" means the master listing and retrievable archive system of the title, date of creation, code (if any), storage location (electronic and/or physical), and Security Policy restrictions.

(d) "Purge(d)" means the permanent and irretrievable destruction and/or deletion of a Document.

(e) "Security Policy" means Party-1's policy for the coding, storage, restricted access, and environmental factors for the Documents.

(f) "Shadow Data" means Documents or portions of Documents that may be Purged but still exist, including, without limitation, Documents or portions of Documents residing in: (1) damaged software, hardware and other media; and (2) computers after being tagged for deletion but have not yet been Purged.

3. DOCUMENT FORMATS. Documents may exist in and on a wide variety of formats and media, including, but not limited to, electronic mail, facsimiles, paper, voice mail, electronic bulletin boards, electronic versions and copies, archival tapes, magnetic tapes, back-up tapes, local computer hard drives, network servers, operating systems, data file and system user logs, floppy disks, cd-roms, cd-recordables, cd-rewritables, digitized images, diagrams and designs, motion pictures, audio files and recordings, and databases, and other formats and media. Any references to Documents that are subject to this Policy include all Documents that may exist in and on all of the above formats and media, including Shadow Data.

4. DOCUMENT CREATION. All Documents must fully comply with the Security Policy and be listed in the Index pursuant to the directions of the Document Officer.

5. PURGE PROCESS. The Document Officer shall perform or delegate the performance of all Purge processes required by this Policy.

6. DOCUMENT CATEGORIES, RETENTION, AND DESTRUCTION.

(a) Administrative Documents.

(i) Personnel Documents.

a. Type of Documents. Employee records, expense reports, time reports, vacation and sick leave documents, discipline and evaluation reports, job postings, employment and recruitment correspondence.

b. Purge Schedule. All personnel Documents shall be Purged on a rolling TEXTFIELD [QR-237] day basis.

(ii) Business Documents.

a. Type of Documents. Agendas, day files, calendars, term sheets, budgets, inventory records, annual reports, committee minutes, insurance policies (expired) and related correspondence.

b. Purge Schedule. All business Documents shall be Purged on a rolling TEXTFIELD [QR-244] day basis.

(iii) Insurance Documents.

a. Type of Documents. Insurance policies (in effect), claims, and related correspondence.

b. Purge Schedule. All insurance Documents shall be Purged on a rolling TEXTFIELD [QR-245] day basis.

(iv) Finance Documents.

a. Type of Documents. Accounts receivable and payable Documents, sales summaries, invoices, expenditure of funds Documents, purchase orders, payroll data, and bank statements and deposit books.

b. Purge Schedule. All finance Documents shall be Purged on a rolling TEXTFIELD [QR-246] day basis.

(b) Regulatory Record Retention.

(i) Securities Documents.

a. Type of Documents. Securities filings and reports.

b. Purge Schedule. All securities Documents shall be Purged TEXTFIELD [QR-247] days after the end of the retention period, which is the following time period after a securities Document is created: TEXTFIELD [QR-238].

(ii) Other Regulatory Documents.

a. Type of Documents. All Documents described as follows: TEXTFIELD [QR-240].

b. Purge Schedule. All other Regulatory Documents shall be Purged TEXTFIELD [QR-248] days after the end of the applicable retention period described directly above.

(iii) Other Documents Required to Be Retained by Law.

a. Type of Documents. All other Documents described as follows: TEXTFIELD [QR-241].

b. Purge Schedule. All of these Documents required to be retained by law shall be Purged TEXTFIELD [QR-249] days after the end of the applicable retention period described directly above.

(i) Legal and Related Documents.

a. Type of Documents. Contracts, deeds, employment plan Documents (e.g., health and 401(k)), building permits and filings, by-laws, board of directors minutes, incorporation charter, electronic signatures, tax returns and filings, audited financial statements, amendments and correspondence related to the foregoing.

b. Purge Schedule. All duplicates of legal and related Documents shall be Purged on a rolling TEXTFIELD [QR-250] day basis.

(ii) Other Permanent Documents.

a. Type of Documents. All Documents described as follows: TEXTFIELD [QR-242].

b. Purge Schedule. All duplicates of other permanent Documents shall be Purged on a rolling TEXTFIELD [QR-251] day basis.

(d) Dispute Documents.

(i) Type of Documents. All Documents (collectively, "Dispute Documents") subject or relevant to a discovery request, subpoena, repeated or significant and non-frivolous complaints, and any other Documents that are reasonably subject or relevant to any of the foregoing based on actual or reasonably anticipated litigation or other proceedings (collectively, "Dispute Trigger Events").

(ii) Schedule. The Document Officer shall review and determine whether any Dispute Documents may exist: (1) on a monthly [QR-252] basis; and (2) after every Dispute Trigger Event. Upon each Dispute Trigger Event, the Document Officer shall give written notice to all Party-1 personnel charged with Purging any Dispute Documents that the Purge schedule for such Dispute Documents is suspended and such Dispute Documents must not be Purged.

(e) Trade Secrets.

(i) Type of Documents. All Documents containing any information that might reveal Party-1's proprietary trade secrets ("Trade Secret Documents").

(ii) Purge Schedule. All Trade Secret Documents shall be reviewed by the Document Officer on a monthly [QR-253] basis, designated as Trade Secret Documents and retained in accordance with Party-1's Security Policy, and shall only be Purged at the direction of the Document Officer.

(f) Additional Documents.

(i) Type of Documents. All Documents described as follows: TEXTFIELD [QR-243].

(ii) Purge Schedule. All of these additional Documents shall be Purged on a rolling TEXTFIELD [QR-254] day basis.

(g) Unspecified Documents. All Documents not specified in this Policy must be Purged TEXTFIELD [QR-255] after the date of creation.

ACKNOWLEDGED:

PARTY-1

By: __________________________________
Print Name: ___________________________
Title: _________________________________
Date: ________________________________