Data Retention and Destruction Policy

[slash]

Hello all! I need some of your opinions on what kind of data retention and destruction policy you use. How long do you keep a client's file? How often do you destroy documents? Any input would be appreciated. Thanks in advance!

 

[OldSchoolPC]

Could you be more specific when you say "your client's file"? Do you mean for if you did a nuke and pave after a backup, how long do you keep that backup? If that's what you mean, then for me it's 30 days. That being said, I avoid Nuke and Paves as much as possible.

 

[slash]

Could you be more specific when you say "your client's file"?

Thanks for your input!

To clarify, I was referring to any written or stored record pertaining to a service provided to a customer, i.e. case file, patient's chart, etc, which may contain sensitive information that should be kept confidential.

 

[4ycr]

depends on your local law I would imagine plus a buffer period. I haven't thrown anything out yet but I have also moved to keeping all my stuff online now.

 

[pcpickup]

As far as I know (which means consult yor accountant) in the US we have to keep records of transactions for seven years for tax pruposes. Our system is fully electronic so all passwords and other information for customers is stored in the system and all paper copies are shredded. I even shred my retail customers origial quote papers from when we write up the computers mostly becuase it has their name, adress and phone number on it.

 

[Ccomp5950]

Client information (name, address, notes, jobs, invoices) for the life of the company or a judge tells me to remove it from my system with a court order.

Client data (pictures/documents) stays on my server for a week if I do a transfer, afterwards I remove it unless requested by the client.

I've kept data for months for one customer till they were sure it worked out (next quarter taxes). I had one that requested it be deleted on the spot (I make it a habit to not look at customer data but he did have a folder labeled "wifey being hot" that I saw when running the du command (linux command line: disk usage command) to estimate backup time.