Record Classification, Management, Retention, and Destruction Policy Updated

Record Classification was just added to the Data Management Policy.  The purpose of the addition was to reduce the sensitive data footprint to meet the most recent rigorous compliance standards,

Most other data classification tools don’t go the extra mile. Their technology only looks for specific terms in your documents; it doesn’t provide the intelligence you need to secure the personal information of your customers or employees. Janco’s Record Classification, Management. Retention and Disposition Poicy provides visibility into where sensitive files are, what content is inside, who can access the files and who actually uses them.

Included with the policy is a crisp definition of data classification.

The foundation of any good record management program is developing a consistent records classification system across the organization.

While there are many record classification systems, one recommended best practice is a three-tier classification based on business function, record class, and record type.

The first step toward developing  a records classification system is taking an inventory or a comprehensive and accurate listing of locations and contents of all records within the organization.

The second step is grouping the records in the inventory according to business functions, record class, and record type:

• Common business functions include operations, finance, legal, marketing, human resources, and others.
• The top-level business functions are broken down into record classes. For instance, two record classes of record-function accounting are accounts payable and accounts receivable.
• Record types are a further subdivision of record classes. For instance, the accounts payable record class can be further broken down into accounts payable aging reports, accounts payable distribution reports, cash disbursement reports, and other categories.

Read on Record Classification, Management, Retention, and Disposition Policy

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