Data Storage and Retention Checklist

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1. Download the Checklist as PDF for Free and share it with your team for completion.
2. Use the Checklist directly within the Mobile2b Platform to optimize your business processes.

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Here's a sample Data Storage and Retention Checklist:

1. Data Classification:

   • Categorize data into public, confidential, and sensitive levels.
   • Assign retention periods for each category.

2. Data Collection Points:

   • Identify all systems, applications, and services that collect and store data.
   • Determine the type of data collected by each point.

3. Storage Capacities:

   • Assess current storage capacities against expected growth.
   • Plan for future expansion or migration to cloud-based storage solutions.

4. Data Encryption:

   • Encrypt sensitive data in transit (e.g., HTTPS) and at rest (e.g., encryption algorithms).
   • Ensure encryption keys are securely managed and rotated regularly.

5. Backup and Recovery:

   • Implement a 3-2-1 backup strategy: three copies, two different storage types, one offsite.
   • Regularly test backups to ensure recoverability.

6. Data Retention Schedules:

   • Establish clear retention periods for different data types (e.g., email, documents, transactions).
   • Implement automated deletion or archiving processes when retention periods expire.

7. Access Controls:

   • Limit access to authorized personnel based on need-to-know principles.
   • Ensure strong authentication and authorization mechanisms are in place.

8. Data Disposal:

   • Develop procedures for securely disposing of data-bearing devices (e.g., hard drives, tapes).
   • Use reputable third-party services for secure destruction or recycling.

9. Compliance and Reporting:

   • Regularly review and update policies to align with evolving regulations.
   • Maintain accurate records of compliance activities and reporting requirements.

10. Continuous Monitoring and Review:

    • Schedule regular audits to ensure adherence to this checklist.
    • Stay informed about emerging threats, vulnerabilities, and best practices in data storage and retention.

Implementing a Data Storage and Retention Checklist can benefit your organization in several ways:

• Ensures compliance with regulatory requirements and industry standards
• Reduces risk of data breaches and cyber attacks
• Improves data accuracy and integrity
• Enhances data security through proper classification and handling
• Facilitates eDiscovery and information management during legal proceedings
• Supports efficient data storage, retrieval, and deletion processes
• Provides a framework for data lifecycle management
• Increases transparency and accountability within the organization
• Reduces costs associated with manual data management and potential lawsuits
• Enhances collaboration and communication among stakeholders
• Improves overall data governance and stewardship

Data classification Storage policies Retention periods Data backup and recovery procedures Disaster recovery plans Access controls Security protocols Compliance regulations Documentation and record-keeping requirements Employee training and awareness programs Audit trails and logs