Data retention is the practice of storing data for a specific period based on legal, regulatory, or business requirements. It involves deciding how long different types of data should be kept and when it should be securely deleted. Data retention is important because it ensures compliance with laws like the GDPR and HIPAA, supports legal and audit needs, and helps manage storage efficiently. A well-defined retention policy helps mitigate security risks by limiting the exposure of sensitive or outdated data. Overall, it plays a key role in maintaining data governance, cost control, and organizational accountability.
Data loss prevention (DLP) is the process of identifying sensitive data; monitoring its flow across the organization; and preventing its theft, loss, or misuse through unintended or unauthorized actions. The sudden rise of information security threats coupled with stringent regulatory mandates has highlighted the importance of adopting DLP practices and tools. A world-class DLP solution can protect sensitive data no matter where it's stored, how it's used, or how it's transmitted.
Establish a formal data retention policy that outlines how long each data type must be stored. Include retention timelines based on data classification (e.g., financial, personal). Align these policies with industry regulations like the GDPR, HIPAA, or local data protection laws. Communicate and enforce the policy across departments to ensure uniformity.
Categorize data based on its sensitivity, value, and legal requirements. Label data appropriately to determine what should be retained, archived, or deleted. This helps automate retention decisions and support secure handling. Proper classification reduces both risk and storage overhead.
Use robust tools to enforce retention schedules automatically. Set triggers for data archiving or deletion once the retention period ends. Automation ensures consistency, reduces manual errors, and supports regulatory compliance. Always verify that deletion methods meet secure disposal standards.
Ensure that the retained data is encrypted and stored in secure environments. Implement access controls so that only authorized personnel can view or modify retained data. Maintain logs to track accesses and changes for audit purposes. Even archived data must remain protected from unauthorized access or breaches.
Schedule periodic audits to ensure data retention policies are followed accurately. Identify gaps, unnecessary data stored, or policy deviations during audits. Update retention timelines as per local laws or business requirements. Periodic review helps avoid legal risks and improves data hygiene.
Train employees on data retention requirements relevant to their roles. Make sure employees know how to store, label, delete, and dispose of data correctly. Promote awareness of legal and cybersecurity risks related to improper data retention.
