ERP DATA RETENTION POLICY CHECKLIST

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--- POLICY SCOPE & DEFINITIONS ---
[ ] Policy Objective Statement
[ ] Scope of ERP System(s) Covered
[ ] Applicable Legal/Regulatory Frameworks (GDPR, CCPA, HIPAA, Sarbanes-Oxley (SOX), Other (Specify))
[ ] Definition of 'Personal Data'
[ ] Definition of 'Business Data'
[ ] Data Ownership Roles (Data Owner, Data Steward, Data Custodian)

--- DATA CATEGORIZATION ---
[ ] Financial Transaction Data (Sales Orders, Invoices, Payments, Bank Statements)
[ ] Customer Data (Contact Information, Purchase History, Marketing Preferences)
[ ] Inventory Records (Raw Materials, Finished Goods, Work in Progress)
[ ] Data Sensitivity Score (1-10)
[ ] Legal Hold Status (Not on Hold, On Hold (Specify Reason))
[ ] Specific Justification for Category

--- RETENTION PERIODS ---
[ ] Retention Period (Financial Records)
[ ] Retention Period (Customer Contracts)
[ ] Retention Period (Employee Records - HR)
[ ] Retention Period (Inventory Data)
[ ] Last Policy Review Date
[ ] Legal Basis for Retention (e.g., Statute of Limitations) (Statutory Requirement, Contractual Obligation, Business Need)

--- LEGAL & REGULATORY COMPLIANCE ---
[ ] Summary of Applicable Laws & Regulations
[ ] Relevant Regulations (Select all that apply) (GDPR, CCPA, HIPAA, Sarbanes-Oxley (SOX), Other (Specify in LONG_TEXT))
[ ] Retention Period Mandated by Law (e.g., Years)
[ ] Date of Last Regulatory Compliance Review
[ ] Confirmation of Legal Counsel Review (Reviewed and Approved, Not Reviewed)
[ ] Supporting Documentation (e.g., Legal Opinions)

--- ARCHIVING PROCEDURES ---
[ ] Detailed Archiving Process Description
[ ] Data Volume (GB) to be Archived
[ ] Scheduled Archiving Start Date
[ ] Scheduled Archiving Time
[ ] Archiving Storage Medium (Tape Storage, Cloud Storage, Disk Storage, Offsite Storage)
[ ] Storage Medium Specification Document (e.g., Vendor Specs)
[ ] Encryption Key Rotation Period (Days)
[ ] Physical Storage Location (if applicable)

--- DATA DISPOSAL METHODS ---
[ ] Preferred Disposal Method (Secure Data Wiping, Physical Destruction (e.g., Shredding), Data Sanitization (Overwrite))
[ ] Number of Overwrite Passes (if applicable)
[ ] Detailed Disposal Procedure Description
[ ] Proof of Disposal Certificate/Documentation
[ ] Date of Disposal
[ ] Verification Method (Certificate of Destruction, Witnessed Disposal, Log File Review)

--- ACCESS CONTROL & SECURITY ---
[ ] Maximum User Access Level
[ ] Data Access Restrictions (e.g., IP address, time-of-day) (IP Address Filtering, Time-of-Day Restrictions, Role-Based Access, Two-Factor Authentication)
[ ] Encryption Method for Archived Data (AES-256, RSA, Other (Specify))
[ ] Last Security Audit Date
[ ] Description of access control implementation

--- AUDIT TRAILS & MONITORING ---
[ ] Last Audit Trail Review Date
[ ] Number of Audit Log Entries Reviewed
[ ] Summary of Audit Findings
[ ] Audit Trail Integrity Verification Method (Hash Verification, Sequential Log Review, Timestamp Correlation, N/A)
[ ] Next Scheduled Audit Trail Review Date
[ ] Description of Corrective Actions Taken (if any)

--- POLICY REVIEW & UPDATES ---
[ ] Last Review Date
[ ] Review Frequency (in months)
[ ] Summary of Changes Made (if applicable)
[ ] Review Triggered By: (Regulatory Change, Internal Audit, System Upgrade, Business Process Change)
[ ] Reviewer Name
[ ] Next Review Date (calculated)

--- EMPLOYEE TRAINING & AWARENESS ---
[ ] Briefly describe the purpose of the ERP data retention policy.
[ ] Which data categories are you responsible for? (Financial Data, Customer Data, Inventory Data, Production Data, Human Resources Data)
[ ] Date of Training Completion
[ ] How familiar are you with the data retention schedule? (Not Familiar, Somewhat Familiar, Very Familiar)
[ ] Describe your understanding of the consequences of non-compliance.
[ ] Employee Signature acknowledging training completion

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