Refresh, Audit, and Staffing

Ongoing policies refresh

Keep policies and schedules up to date.

Preserve defensibility and reduce risk.

Account for new legal, regulatory, business, and privacy requirements.

Ensure retention periods align with business value and operational needs.

White Paper

Developing a Data Retention Policy to Meet Privacy Data Minimization Requirements

Recorded Webinar

Using M365 to Create a Personal Data Inventory

Article

Should You Combine Your Privacy and Records Management Programs?

How we help

A records retention schedule or data retention policy is a living framework that must evolve as organizations and regulatory landscapes change. New record types emerge, legacy records become obsolete, legal citations are updated, and new recordkeeping and privacy laws take effect. All of these require thoughtful review to avoid creating unintended risk.

We provide ongoing refresh services for records retention schedules/data retention policies and related privacy notices.

Explore our ongoing policies refresh services

Policy Refresh

Ongoing records management and privacy policies refresh.

If you’ve been asking yourself…

“How do we update our records retention policies and schedules?”

“How do we ensure compliance with new or changed recordkeeping requirements?”

“We are operating in new countries. Does our schedule reflect those new requirements?”

“Are we receiving or creating any new types of records? Does our schedule contain any old records that we are no longer creating and have expired?”

“How do we ensure our records retention schedule addresses records from newly added business units?”

“Has our records retention schedule been updated to reflect the retention of personal information? Have we documented the legitimate business need for retaining this information?”

“Have we updated our privacy policies to reflect updated privacy requirements? Have any new privacy rules been enacted? Are we operating in any new countries with either existing or new privacy rules?

…you’ve come to the right place.

Learn more about our services and explore related resources below.

Related resources

Recorded Webinar

Creating a Modern, Compliant, and Easier-to-Execute Records Retention Schedule for Privacy and AI

A well-designed schedule not only ensures regulatory compliance but also fosters collaboration with business units, reduces conflicts, and supports automation of classification and disposition processes.

Recorded Webinar

Information Governance 101

Gain an overview of the essential building blocks of an effective program including records and data retention, privacy and data minimization, and the role of technology, processes, and training in making governance sustainable.

Recorded Webinar

Using M365 to Create a Personal Data Inventory

Rather than investing in expensive and complex tools, organizations can take a more practical, scalable, and compliant approach by leveraging Microsoft 365 to manage personal data inventories more effectively.

What We Do

Our ongoing policies refresh services

We help you keep policies and schedules up to date, ensuring they meet new legal, regulatory, business, and privacy requirements while preserving defensibility and reducing risk.

Ongoing Policies Refresh

We perform annual or periodic updates of records retention schedules/data retention polices and privacy policies and notices.

A records retention schedule/data retention policy must be periodically reviewed and updated. New record types are created, old record types become obsolete, legal citations change, and new recordkeeping regulations come into play.

Our structured review identifies new and revised legal and regulatory requirements, emerging privacy obligations, newly created or received record categories (including personal information), and records that are no longer generated. We also reassess retention periods based on current business value and operational needs.

This service can be performed on a predetermined yearly, 18-month, or other term.

Risks of Auto-Updating Schedules

Technology now permits schedules to be managed and automatically updated online as laws and regulations change. Automatically-updated retention periods may seem more compliant, but they present a new type of risk.

Regulators are looking for companies to demonstrate they are following their policies. If a schedule is updated every month, a company would in turn need to update their records processes and training every month. When a company’s policy changes, there is the expectation that processes are updated concurrently. This amount of process change is challenging for most organizations, increasing the likelihood of a gap between policy and implementation.

Connect with a member of the Contoural team to learn more about our information governance consulting services.

As an independent provider, Contoural does not sell or resell any products, take product referral fees, or provide discovery services such as matter-specific document identification, document collection, or document review. Our advice is based solely on the needs of our clients and is not driven by the sale of products.