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AI-based solution designed to automate personal data discovery and classification
Discover personal data across multiple systems in the cloud or on-premise
Harbor cooperation between DPO, Legal Services, IT and Marketing
Turn data subject request into an automated workflow with a clear insight into data every step of the way
Collaborate with stakeholders and manage DPIA and LIA in real-time with Assessment Automation
Guide your partners trough vendor management process workflow
Identifying the risk from the point of view of Data Subject
Quickly respond, mitigate damage and maintain compliance
Consolidate your data and prioritize your relationship with customers
Privacy portal allows customers to communicate their requests and preferences at any time
Introducing end-to end automation of personal data removal

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General Data Protection Regulation

Here you can find the official content of the Regulation (EU) 2016/679 (General Data Protection Regulation) in the current version. All Articles of the GDPR are linked with suitable recitals.

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How to Automate Data Retention Obligations

How to automate data retention obligations

Organizations today produce, share, collect, and process more data than ever, from different sources and channels, from customers, employees, partners, and vendors.

Some of that information organizations are obligated to collect and keep according to different laws and regulations for years or even decades.

Data retention obligations vary from country to country, adding to the complexity of the legal landscape that prescribes how long organizations should store and keep data, when to remove data (delete/anonymize), and when to keep data in view of litigations.

According to filerskeepers, in every country you are established, there are at least 50 specific retention periods applicable to personal data you collect and store.

Additionally, identifying data retention policies can be a very extensive task, and having a policy does not equal implementing that policy into your systems and onto your datasets.

With the advancement of technology, there are cost-effective and elegant solutions that can ease navigating through data retention obligations.

What is a Data Retention Policy?

A data retention policy is a set of guidelines and rules that define how long the organization should keep or store personal data for different purposes and everyday business operations.

Organizations must ensure that their data retention policies comply with all applicable data retention laws and demonstrate they can delete and retain personal data according to regulatory requirements.

Aside from the General Data Protection Regulation (GDPR), several new privacy regulations address data retention requirements, which instruct organizations only to hold essential and critical data, eliminate personal data that is no longer in use, and justify retention and deletion periods.

Data Retention and GDPR

As we mentioned before, privacy laws and data retention are closely intertwined. However, privacy laws often prescribe general requirements.

GDPR introduces the storage limitation principle that stipulates that personal data should be kept for no longer than is necessary for the purposes for which the personal data are processed, but that is as specific as it goes.

That is why data protection authorities have specified these generic rules and issued guidelines for certain categories of data, and each specific law prescribes data retention policies for obtaining personal data.

However, where there are no guidelines, it is up to companies to determine for how long they should keep data and identify the data retention period for each specific purpose.

Keep in mind that GDPR also requires you to set standard retention periods, wherever possible, to comply with documentation requirements.

Defining data retention policy

When defining data retention policies, you will need to consider the following:

  • Specific laws for each country where you are established. For example, tax laws or employment laws define for how long you need to keep data
  • DPA’s guidelines for data retention for certain categories of data
  • Define data retention for each specific purpose that is not defined by laws or guidelines

The question remains, how to scan all applicable laws and successfully track changes and updates that may occur? And, more importantly, how to apply those rules to your systems?

Filerskeeper’s Records Retention Schedules

Trying to identify all data retention obligations that apply to your business could require certain resources, consultants, or lawyers.

However, it can be indispensable to have a data retention schedule database that you can access and check anytime, that is simple and actionable, and that you can trust and know it is up to date.

filerskeepers (FK) is a database for record retention schedules that reads all the laws and regulations in search of records retention obligations and statutory limitations.

It currently covers 235 countries so far, 229.525+ retention periods researched, and counts 977 retention periods per country on average. 

FK explains who should store data, what data should be stored, for how long, and from which legal source this obligation originates (legal reference). filerskeepers data retention schedules include all legal and regulatory rules which prescribe or inspire the storage and deletion of data or records.

From tax records to medical records, Human Resources to payrolling, from statutory limitations to privacy laws, and from regulatory to environmental retention periods.

Automation with DPM

Once you have defined data retention policies with the help of filerskeepers, the next challenge is the implementation of those policies on datasets and automating the entire process.

This is where technology steps in. When Data Privacy Manager is paired up with filerskeepers, companies can decide which retention period to choose per system or document category by providing insight into the legal maximum and minimum retention periods applicable in the countries relevant to users.

filerskeepers works as a Data Privacy Manager add-on that allows you to:

  • Swiftly identify data retention schedules of hundreds of countries across any industry
  • Save time and resources searching different sources to identify which rules apply in each relevant jurisdiction
  • Record what data to store and the retention period for that data
  • Demonstrate compliance with data retention obligations, by enforcing the decisions within the legal framework down into the data
  • Know when personal data needs to be deleted or for how long you need to store it
  • Comply with the GDPR and storage limitation principle

Find out more

DPM integration with FK allows DPM Customers to purchase FK subscriptions for a single country, multiple countries, or all countries.

Request a Data Privacy Manager demo

Let us navigate you through the Data Privacy Manager solution and showcase functionalities that will help you overcome your compliance challenges.

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