Document Retention Policy
This Document Retention Policy is a workplace policy to set policies and procedures for when and how documents should be retained or destroyed.
4.2 (6 reviews)
Last updated October 24, 2025
Under 10 minutes
Written by Edwin Montoya Zorrilla
Reviewed by Damin Murdock
Document Overview
A Document Retention Policy is an important workplace policy for meeting an organisation's legal obligations. Broadly speaking, these come in three forms:
Legislative obligations to retain documents for prescribed periods.
Legislative obligations to destroy, de-identify, or limit the retention of data within prescribed periods.
The duty to preserve evidence in a litigation context.
For more information, see Lawpath's article on document retention requirements.
What does the Document Retention Policy cover?
- The person responsible for implementing the policy.
- Document retention periods.
- Document destruction procedures.
- Document storage and management.
- The impact of litigation on document retention and destruction.
- Consequences of breaching the policy.
Suitable for Australia
The Legal Risk Score of a Document Retention Policy Template
Our legal team have marked this document as low risk considering:
- There is a potential risk that individuals may inadvertently fail to follow the strict guidelines for document retention and destruction, leading to legal repercussions or operational disruptions.
- The document outlines specific roles and responsibilities, including the handling of sensitive information, which could lead to risks associated with mismanagement or unauthorized access if not properly monitored.
- The retention periods and procedures outlined may become outdated due to changes in legislation or regulatory requirements, potentially putting the organization at risk of non-compliance.
Document Retention Policy Checklist
Complete your free Document Retention Policy with our checklist
Review by Legal Expert
Ensure the document is reviewed by a legal professional to confirm compliance with current laws and regulations.
Training and Communication
Conduct training sessions for all employees, contractors, and volunteers to ensure they understand and can effectively implement the policy.
Regular Updates
Periodically review and update the document to incorporate legislative changes and evolving business practices.
Monitor and Audit
Implement regular monitoring and auditing mechanisms to ensure adherence to the policy and identify areas for improvement.
View Sample Document Retention Policy
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