säilytyspolitiikan

Säilytyspolitiikka, known in English as preservation policy or retention policy, refers to the set of guidelines and procedures that an organization or institution establishes to manage its information assets throughout their lifecycle. This policy dictates how long different types of records and data should be kept, when they should be disposed of, and how they should be stored and protected. The primary goals of a säilytyspolitiikka are to ensure legal and regulatory compliance, manage storage costs, reduce risks associated with retaining outdated or irrelevant information, and facilitate efficient retrieval of necessary data.

Developing an effective säilytyspolitiikka involves identifying all types of information the organization generates and receives, assessing their business value, legal requirements, and historical significance. Based on this assessment, retention periods are assigned to each category. For example, financial records might have a statutory retention period of several years, while temporary project documents may only need to be kept for a few months. The policy also outlines the methods of storage, whether physical or digital, and the security measures required to protect the information from unauthorized access, loss, or damage.

The implementation of a säilytyspolitiikka requires clear communication and training for all employees to ensure consistent application. Regular review and updates to the policy are also crucial to adapt to changing legal landscapes, technological advancements, and organizational needs. A well-defined and consistently applied säilytyspolitiikka is a cornerstone of good information governance, contributing to operational efficiency and risk mitigation.