Build your data retention review register.

How to build your data retention review register

1. 1

   Describe the job

   Keep retention reviews, policy sources and legal holds with the responsible owner.

2. 2

   Review the first version

   Choose how the records coordinator records the record class and how the policy owner reviews the next step.

3. 3

   Refine the views

   Ask First to adjust the fields and views for the people who will use the app.

4. 4

   Test before sharing

   Walk through the process with a sample record and check who owns the next action.

What to include in your data retention review register

• Keep the record class in context

  Keep record class, policy reference, review date, legal hold, decision owner and disposition together so the next person can understand the request or record.

• When the next step needs a decision

  A file reaches its scheduled retention review while a hold is recorded. Keep the hold visible and defer disposition for the responsible owner's decision.

• Keep disposition visible

  Keep held records separate from those approved for disposition.

• Choose what each person needs

  Give the records coordinator a working view and the policy owner a review view. Keep record class and policy reference attached to the decision as the work moves between them.