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How to Plan and Implement Data Retention, Deletion, and Archiving Policies?

Data retention or record retention is the process of storing and managing data and records for a set period of time. Earning the CCSP indicates that the candidate possesses the necessary knowledge and skills to protect a cloud environment. To ensure data security, cloud engineers need CCSP training. This allows them to understand the types of activities, threats, proper security measures, and storage structures necessary. This article discusses how to plan effective data retention, deletion, and archiving policies. 

What is Data Retention?

The process of preserving and maintaining data for a set period of time is known as data retention. A corporation may need to save data for a variety of reasons, including

  • To adhere to industry standards.
  • To comply with state and federal law. 
  • To maintain accurate financial records.
  • To ensure that data is easily available for e-discovery and litigation support.
  • For company continuity and organizational considerations
  • To fulfill these and other business objectives, every firm must develop and implement data retention rules.

What is a Data Retention Policy?

A data retention policy should specify how long data and records should be preserved and how to make exceptions to the timetable in the event of a lawsuit or other interruption. The policy should also specify who is responsible for each type of data and whether or not data that is no longer required should be archived or removed. With CCSP training, cloud engineers can optimize this process and meet the regulatory standards for storing data. 

CCSP Training for Planning and Implementing Data Retention, Deletion, and Archiving Policies

  • Candidates must comprehend data protection strategies (retention, destruction, and archiving) and compliance requirements (i.e., legal, regulatory, and contractual).
  • Candidates must comprehend data retention policies and the features needed to ensure cloud consumers meet internal and regulatory standards (e.g., storage costs and access requirements, specified legal and regulatory retention periods, and data retention practices).
  • Candidates must comprehend the data deletion methods needed to securely erase data from information systems when it is no longer needed. 
  • Candidates must achieve defensible annihilation of diverse media kinds and three deletion actions: clean, purge, and destroy.
  • Candidates must understand data archiving procedures. This includes optimizing storage resources in a live production cloud environment to meet an organization’s retention needs.
  • Candidates must be familiar with legal holds, electronic discovery, and their significance throughout a legal inquiry. Furthermore, legal education plays an important role in negotiating cloud contracts and SLAs.

How to Create Data Retention Policy?

Though the process for designing a record retention policy will vary depending on the company’s needs, the type of data, and applicable rules and regulations, a standard procedure will most likely resemble this:

  • To begin, put together a team to create a data retention policy.
  • Sort the data into policy categories; separate data retention policies and disposal timelines may be required for different categories.
  • Determine which rules and regulations are applicable to your business based on the type of data, location, industry, and other relevant variables.
  • For each record retention policy, you have to select which data should be archived, how long, and which should be deleted.
  • Create a strategy for enforcing the policy, then put it into action.
  • Inform all employees and teams who will be affected by the policy.
  • Make your policy.
  • Finally, each policy should be regularly updated, and any changes should be reported to your workers.

How to Create An Archiving Policy?

Find out what type of data you want to save on a searchable archive database while in your inventory and pick which data to preserve. Before you curate the data to be archived, keep in mind that there is no one-size-fits-all solution for choosing which data to archive. So, sit down with the legal team and devise an archiving strategy for each department. Assign a retention timeline to each group based on compliance standards. 

When creating policies for sectors such as healthcare, law, or government, you should know the stringent government requirements governing the correct preservation of sensitive data. Next, create a comprehensive archive policy. The archiving policy contains a structured and complete set of procedures and rules to optimize storage and meet the company’s data archiving needs. It should comprise data archiving criteria, archiving processes, data storage medium, data retention policies, and data access rules. 

Conclusion

Good data retention and archiving policy can provide a set of recommendations for safely preserving data and determining how long it should be kept. In addition, data retention policies can also assist an organization in lowering data storage expenses while still making data available when needed. CCSP training can allow professionals to understand a company’s needs and establish a data retention policy that satisfies legal standards, business demands, and other critical considerations.

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