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A Records Retention Policy sets clear rules for how long your organization must keep different types of documents and when you can safely delete them. Under Danish law, businesses need to store certain records like financial statements for 5 years, while employee data requires special handling under GDPR and the Danish Data Protection Act.

This policy helps organizations stay compliant with Danish legal requirements while managing their information efficiently. It covers everything from digital files and emails to paper documents, telling staff exactly what to keep, where to store it, and when to dispose of it. Having clear retention rules protects your company during audits and helps avoid storing unnecessary data that could create privacy risks.

Use a Records Retention Policy when your organization starts handling significant amounts of business documents, especially if you're processing personal data under GDPR. Danish companies commonly implement these policies during periods of growth, when opening new departments, or after receiving their first regulatory audit notice.

The policy becomes essential when coordinating document storage across teams, preparing for tax authority reviews, or managing HR records. It's particularly valuable during mergers and acquisitions, office relocations, or digital transformation projects. Having clear rules in place helps avoid costly mistakes, like accidentally deleting required financial records or keeping sensitive personal data longer than Danish law allows.

• Audit Retention Policy: Focuses specifically on audit-related documentation, setting detailed retention periods for financial records, tax documents, and internal control evidence as required by Danish accounting laws.
• Comprehensive Records Policy: Covers all company documents, from HR files to operational records, with separate sections for each department's unique retention needs.
• Digital Records Policy: Specialized for electronic document management, addressing email retention, cloud storage, and digital signature preservation under Danish e-archiving rules.
• Department-Specific Policy: Tailored retention schedules for individual business units like Finance, HR, or Legal, reflecting their distinct regulatory requirements.

• Data Protection Officers (DPOs): Often lead the creation and updates of Records Retention Policies, ensuring alignment with Danish data protection laws and GDPR requirements.
• Legal Teams: Review and approve policy content, ensuring compliance with Danish business laws and sector-specific regulations.
• Department Managers: Help identify document types and retention needs specific to their areas, from HR records to financial statements.
• IT Teams: Implement technical controls for document storage and automatic deletion schedules.
• Employees: Must follow the policy's guidelines when handling company documents and personal data in their daily work.

• Document Inventory: Map out all types of records your organization handles, from contracts to employee files to financial statements.
• Legal Requirements: Review Danish retention periods, especially the 5-year minimum for accounting records and GDPR data storage limits.
• Department Input: Consult each team about their specific document needs and current storage practices.
• Storage Systems: Evaluate your digital and physical storage capabilities, including backup systems and security measures.
• Implementation Plan: Develop clear procedures for document classification, storage, and deletion schedules.
• Policy Generation: Use our platform to create a legally compliant policy that includes all mandatory elements under Danish law.

• Scope Statement: Define which documents and data types are covered, including both digital and physical records.
• Retention Periods: Specify storage durations for each document type, aligned with Danish accounting law's 5-year minimum requirement.
• GDPR Compliance: Include procedures for handling personal data, storage limitations, and deletion protocols.
• Storage Methods: Detail secure storage locations and systems for both active and archived records.
• Disposal Procedures: Outline secure destruction methods for both physical and electronic records.
• Roles and Responsibilities: Assign oversight duties and compliance monitoring tasks to specific positions.
• Review Schedule: Set regular policy review dates to ensure continued compliance with Danish regulations.

While a Records Retention Policy and a Data Retention Policy might sound similar, they serve different purposes in Danish organizations. Here are the key differences:

• Scope: Records Retention Policies cover all business documents, including contracts, financial records, and correspondence. Data Retention Policies focus specifically on personal data handling under GDPR.
• Legal Framework: Records policies primarily address Danish business law requirements, like the 5-year retention rule for accounting documents. Data policies concentrate on privacy law compliance.
• Implementation Focus: Records policies emphasize document management systems and storage procedures. Data policies prioritize data subject rights and privacy protection measures.
• Department Coverage: Records policies apply company-wide, with specific rules for each department. Data policies mainly guide IT and departments handling personal information.