Records Retention Policy: How Long to Keep Each Document

Document retention and disposal policy: how long to keep each document and how to dispose of it safely

Once documents are digital, an important question comes up: how long do we keep them? And what do we do with papers and files we no longer need? A retention and disposal policy answers this clearly and protects the organisation.

Paperless office 6 min read

By Nour Aldein Tleti. Updated 7 October 2026.

How do I write a policy for keeping and disposing of documents?

List your document types and set a retention period for each based on current local legal requirements and business needs, then decide what happens when the period ends: secure disposal or transfer to a permanent archive. Name the owner of each type, and document every disposal in a formal record. Stop disposal immediately for any document linked to an ongoing dispute or audit.

Why do you need a retention policy?

Compliance: Some financial, employment and tax documents must be kept for periods set by regulation, and the policy makes sure they aren’t disposed of too early.
Lower risk: Every document holding personal data that you keep without need is an extra risk if it leaks.
Saving space and cost: A paper archive takes up rooms and warehouses, and a digital one consumes storage and backups that grow every year.
Faster search: When the archive holds only what is actually needed, important documents are easier to reach.

Parts of the policy

Retention schedule: For each document type: the retention period, when the period starts, and whether it is kept on paper, digitally or both.
Responsibilities: Who owns each document type, who approves disposal, and who carries it out.
Disposal method: Shredding or secure destruction for paper, and secure deletion for digital files and their backups, not just moving them to the recycle bin.
Legal hold: A procedure that stops disposal of any document linked to a dispute, investigation or audit until it is over.
Disposal record: A record of what was destroyed, when and with whose approval, without exposing the documents’ content again.

Notes for organisations in Syria

Check the legal periods: Don’t rely on periods borrowed from other countries. Review current local legal requirements with an accountant or legal adviser for each document type.
Donor and partner requirements: Organisations running funded projects may be bound by retention periods the donor sets in the agreement, which may differ from local requirements; apply whichever is longer.
Lost or damaged documents: If documents were lost in past years through moves or damage, record this in an official report, and identify what can be recovered from copies held by other bodies.

Steps to write and apply the policy

01
List document types
Together with each department, using the classification plan if one exists.
02
Set periods with specialists
The accountant for financial documents, HR for employee files, and the legal adviser for contracts.
03
Write and approve the policy
A short, clear document signed by management and circulated to staff.
04
Apply it in the digital archive
Add the retention end date to the metadata, so documents due for review appear automatically.
05
Run a regular review
At a fixed time each year, review expired documents, make the decision and record it.

Document categories and how to set their retention period

Document category	Basis for the period	Note
Accounting documents and invoices	Financial and tax requirements in force	Review with your chartered accountant
Employee files	Labour and social insurance regulations	The period often starts at the end of employment
Contracts	Contract term plus the period for claims afterwards	Put on hold in any dispute
General correspondence	Business need	Can safely be kept for shorter periods
The organisation’s historical documents	Their reference value	Usually kept permanently

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Frequently asked questions

How many years should we keep invoices?

The period varies with the financial and tax rules in force and the type of document. Check current local legal requirements with your accountant, and don’t rely on figures that circulate without an official source.

Is deleting a file enough to destroy it?

No. Ordinary deletion can leave a file recoverable, and copies remain in backups and email. Secure disposal covers every copy in a way that prevents recovery.

Do we destroy the paper original after scanning?

Only if the policy and legal requirements allow it for that document type, and after confirming the quality of the scanned copy and backing it up.

Who approves disposal?

The document owner in the relevant department together with an internal control function such as finance or management, documented in a disposal record that is kept permanently.

Does the policy differ for paper and digital files?

The retention period usually depends on the document type rather than its format, but the disposal method differs. The policy must cover all the multiple digital copies, not just the original.