Writing many office policies, I cannot count the times that having a template or base document would have proven valuable. I am amazed at how little people are willing to share outside of SDA. However, sharing our experiences, information, and knowledge is a valued benefit, and I am glad to have the opportunity to partake.
A Records Retention Policy may not be what most of us are eager to write; however, they are important. A good policy can help you increase efficiency, productivity, help maintain compliance with the ever-changing regulatory requirements, and minimize storage costs and risk of fines and penalties due to keeping outdated information past its lifetime in the event of a law suit.
We all can agree that using shared information and templates do not eliminate our responsibility to ensure compliance with our state statutes and regulations. They are not meant to be all-encompassing. Nor is the template that is I am sharing today. It is merely a good place to start.
If you are developing a policy for your firm, it is advisable to have a Principal/Owner review it, and if possible, have your legal advisor "bless" it too.
You can find a Sample Records Retention Policy Template here.
What policy templates do you need or do you have that others might benefit from? Share your thoughts in the comment box below.
Brooke Simcik, CDFA is the Business Manager for VAI Architects Incorporated in Dallas, Texas.
She currently serves as the SDA 2019-2020 National President.