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wiki:policies:document_retention [2023/06/15 20:55] kevinkallmes [Revision History] |
wiki:policies:document_retention [2023/12/18 14:19] (current) katcow |
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Digital records include contracts, operating agreements, tax returns, emails, chats, voice messages, invoices, meeting notes, presentations, | Digital records include contracts, operating agreements, tax returns, emails, chats, voice messages, invoices, meeting notes, presentations, | ||
- | Physical records may include contracts | + | Nested Knowledge does not process any physical documents except for checks |
===== III. Policy ===== | ===== III. Policy ===== | ||
- | ==== A) Document Retention - Internal Company Documents ==== | + | ==== (A) Document Retention - Internal Company Documents ==== |
=== Tax Returns === | === Tax Returns === | ||
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Nested Knowledge will keep payroll records for** three years**, or until acquired. | Nested Knowledge will keep payroll records for** three years**, or until acquired. | ||
+ | |||
+ | **Ethical Conduct** | ||
+ | |||
+ | Nested Knowledge will keep records demonstrating adherence to Ethics Code of Conduct–including compliance with regulations for data protection, cybersecruity, | ||
+ | |||
=== Retirement Plans === | === Retirement Plans === | ||
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==== (B) Data Retention by Data Class ==== | ==== (B) Data Retention by Data Class ==== | ||
- | Retention of personal | + | Retention of data shall be performed in compliance with with our Data Classification scheme: |
- | |Data Class|Description|Retention Procedure|Legal Regulations| | + | |**Data Class** |**Description** |**Retention Procedure** |**Legal Regulations** | |
|Public Data|Data that may be disclosed to anyone, regardless of their affiliation with Nested Knowledge.|Public data will be reviewed at least annually for relevance and accuracy and may be deleted at will.|No specific retention period is mandated.| | |Public Data|Data that may be disclosed to anyone, regardless of their affiliation with Nested Knowledge.|Public data will be reviewed at least annually for relevance and accuracy and may be deleted at will.|No specific retention period is mandated.| | ||
|Internal Company Data|Potentially sensitive information not intended for public sharing.|Internal data shall be retained according the guidance in Part A of this policy.|Internal documents may be subject to requirements from ERISA, HIPAA, and the Internal Revenue Code.| | |Internal Company Data|Potentially sensitive information not intended for public sharing.|Internal data shall be retained according the guidance in Part A of this policy.|Internal documents may be subject to requirements from ERISA, HIPAA, and the Internal Revenue Code.| | ||
- | |Confidential Data|Information that, if made available to unauthorized parties, may adversely affect individuals, | + | |Confidential Data|Information that, if made available to unauthorized parties, may adversely affect individuals, |
|Restricted Use Data: Emails, Filesystems, | |Restricted Use Data: Emails, Filesystems, | ||
- | |Restricted Use Data: Customer Personal Data|This includes personally identifiable information | + | |Restricted Use Data: Customer Personal Data|This includes personally identifiable information |
+ | |||
+ | ==== Data Destruction ==== | ||
+ | |||
+ | Data records will be retained only as necessary for the performance of services, honoring of a contract, or legal obligations. Data that is no longer needed will be destroyed. As described in the [[: | ||
+ | |||
+ | Upon voluntary or involuntary termination, | ||
+ | |||
+ | Nested Knowledge prohibits the use of removable media and paper for storing confidential or personal data. Employees and contractor may not print out documents contacting clients' | ||
==== Communication and Compliance ==== | ==== Communication and Compliance ==== |