Information governance services
Retention and Disposal Schedules
Support compliant and defensible disposal
Protect records for as long as they are needed
Reduce the cost and risk of over-retention
Business and legislative requirements analysis
Consultation with relevant stakeholders
Development or review of retention rules
Configuration within Content Manager
Manage records with greater confidence
Meet recordkeeping obligations
Connect record classes with appropriate retention requirements to support compliance with relevant legislation, regulation and archival authorities.
Enable defensible disposal
Provide clear, authorised rules for deciding when records may be securely destroyed or transferred.
Reduce information risk
Avoid retaining sensitive or low-value information for longer than required, reducing unnecessary privacy, security and legal exposure.
Control storage costs
Regular disposal of eligible physical and digital records reduces storage volumes and the cost of managing information that is no longer required.
Improve information retrieval
Reducing outdated and unnecessary records makes current, relevant information easier for authorised users to locate and manage.
Keep schedules current
Review and update retention rules as legislation, archival requirements, business activities and organisational responsibilities change.
Frequently Asked Questions
What is a Retention and Disposal Schedule?
A Retention and Disposal Schedule defines how long different classes of records must be kept and what should happen at the end of that period. The authorised action may be destruction, transfer to an archive or permanent retention.
Why does an organisation need a Retention and Disposal Schedule?
A schedule provides consistent rules for managing records throughout their lifecycle. It helps organisations retain evidence for as long as required, dispose of records when authorised and reduce the risks and costs associated with keeping information indefinitely.
How are retention periods determined?
Retention periods are based on relevant legislation, regulation, archival requirements, business needs, accountability obligations, risk and stakeholder expectations. FYB researches and documents these requirements when developing or reviewing a schedule.
What are the risks of destroying records too early?
Premature destruction can remove evidence needed for business operations, audits, legal proceedings, investigations or information access requests. It may also breach applicable recordkeeping requirements.
What are the risks of keeping records for too long?
Over-retention increases storage and management costs and can make relevant information harder to find. Retaining sensitive information unnecessarily may also increase privacy, security and legal exposure.
Can records be destroyed as soon as their retention period expires?
Not always. Before destruction, organisations must confirm that disposal is authorised and that the records are not subject to a legal hold, disposal freeze, audit, investigation, access request or other requirement preventing destruction.
How does FYB develop a Retention and Disposal Schedule?
FYB analyses the organisation's functions, activities and records, conducts legislative and regulatory research, and consults with stakeholders. We then develop retention classes and disposal actions that reflect relevant business and recordkeeping requirements.
Can FYB review an existing schedule?
Yes. FYB can review an existing Retention and Disposal Schedule to identify outdated authorities, business activities or retention rules and recommend changes based on current requirements.
