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A Data Retention Policy sets clear rules for how long your organization keeps different types of information and when to delete it. It helps companies in Singapore comply with the Personal Data Protection Act (PDPA) while managing their data efficiently and securely.

This policy outlines specific timeframes for storing everything from employee records and financial documents to customer data and email archives. It protects your organization by ensuring you keep important records for legal requirements, like the 7-year minimum for tax documents under Singapore law, while also preventing unnecessary storage of outdated or sensitive information that could create security risks.

• Basic Operational Policy: Focuses on day-to-day data management, covering standard business records, emails, and customer information under PDPA guidelines
• Industry-Specific Policy: Tailored for sectors like healthcare (medical records), finance (transaction data), or education (student records) with specialized retention requirements
• Compliance-Focused Policy: Emphasizes regulatory requirements, audit trails, and legal hold procedures aligned with Singapore's PDPA and sector-specific laws
• Archive Management Policy: Details long-term storage protocols for historical records, including digitization standards and preservation methods

• Data Protection Officers (DPOs): Lead the creation and enforcement of retention policies, ensuring PDPA compliance and coordinating with different departments
• IT Teams: Implement technical controls, manage data storage systems, and execute deletion schedules
• Legal Departments: Review policies for compliance with Singapore laws, handle data requests, and manage legal hold procedures
• Department Managers: Ensure their teams follow retention schedules and report any data handling issues
• External Auditors: Verify compliance with retention policies during regular audits and PDPA assessments

• Data Inventory: Map out all types of data your organization handles, including personal data under PDPA scope
• Legal Requirements: List retention periods required by Singapore laws for different data types (e.g., 7 years for tax records)
• Storage Systems: Document where and how different data types are stored, including backup locations
• Deletion Procedures: Define secure methods for data disposal and destruction
• Stakeholder Input: Gather requirements from IT, legal, and department heads about operational needs
• Review Process: Establish how often the policy will be reviewed and updated

• Policy Scope: Clear definition of covered data types and organizational boundaries under PDPA guidelines
• Retention Periods: Specific timeframes for each data category, aligned with Singapore's statutory requirements
• Security Measures: Details of protection methods for stored data, including access controls and encryption
• Disposal Procedures: Step-by-step processes for secure data deletion and destruction
• Legal Hold Protocol: Procedures for preserving data during investigations or litigation
• Compliance Framework: Reference to PDPA obligations and other relevant Singapore regulations
• Review Schedule: Timeline for policy updates and compliance assessments

A Data Retention Policy is often confused with a Data Protection Policy, but they serve distinct purposes in Singapore's data governance framework. While both support PDPA compliance, they focus on different aspects of data management.

• Primary Focus: Data Retention Policies specifically govern how long data is kept and when it's deleted. Data Protection Policies cover broader security measures, consent management, and overall data handling practices.
• Scope of Application: Retention policies target storage duration and disposal procedures for specific data types. Protection policies address the entire lifecycle of data collection, use, disclosure, and protection.
• Compliance Requirements: Retention policies emphasize record-keeping timeframes and disposal standards. Protection policies concentrate on safeguarding personal data and maintaining individual privacy rights under PDPA.
• Implementation: Retention policies require specific schedules and deletion protocols. Protection policies need broader organizational controls and security measures.