Smarter Data Retention with IT Support and Services for Small Businesses

What to Keep or Delete with the Help of Your IT Support and Services Provider?

Even with a small business, owners and managers still deal with a great amount of data. This may include employee files, client information, supplier details and the emails, contracts, and what not, in between. As such, the amount of paperwork can rapidly accumulate and become unmanageable. As a matter of fact, a study reveals that business leaders feel overwhelmed because there is too much data. Such overload tends to slow down decision-making and creates risks associated with indecisiveness. As a reliable managed IT support and services provider, EB solution shares an answer to this dilemma-an intelligent data retention policy. It helps small businesses keep information safe, sorted, and accessible. It saves both time and money as well.  

Data Retention with IT Support and Services Matter

What Is a Data Retention Policy? 

A data retention policy set the rules for managing business information. It informs you on what to retain, the period to retain, and when to delete. However, this is not just removing outdated files. It is all about knowing what is important, such as data that supports your business or those that are required by law. Although the majority can be disposed of without ramification, shifting through piles and piles of information not just consumes time and resources, there is also the risk of human error. Hence, data management from your IT support and services provider is essential. Having an effective policy assists you in being mindful of how to deal with data. 

Why Data Retention with IT Support and Services Matter to Small Businesses 

One common myth in data management is that only larger corporations need to retain their data. However, the truth is that even for smaller teams, having this structure is just as vital. Additionally, archiving data that is not used frequently helps reallocate working systems with key information at hand. Some of the reasons why data management assisted by a reliable IT support and services provider include: 

Laws and regulations 

GDPR, HIPAA, or SOX all call attention to intense data handling. 

Security 

Old or unused files are often easier to breach. 

Efficiency 

Less clutter means faster systems and easier access. 

Transparency 

You’ll know what you have, where it lives, and who owns it.  

What You Gain from a Clear Policy 

An effective policy, crafted with your trusted IT support and services provider will be beneficial to your business in various ways. This includes saving on cost of storage, quick and easier search, and digital security. Moreover, this also helps you and your team prepare for audits and assist managers in making informed decisions from organized and relevant data.  

Data Retention: Best Practices from Your Trusted IT Support and Services Provider 

The only policy that needs to be put in place is that which is in line with what your business requires. Nevertheless, several general tips can apply to most people: 

Know the Laws 

Laws are different according to region and industry. All of the above HIPAA, SOX, GDPR, and CCPA mandate the retention of some records. Guesswork has no place in data compliance. 

Understand Your Needs 

There is no law behind every data rule. The sales department wants last year’s records. HR should be placed under review after two years. Aim at legal and business retention. 

Group Data by Type 

Files have to be treated differently. Not all payrolls, emails, and customer records are valued equally and at the same time. 

Archive, Don’t Hoard 

Archive old data to safe and permanent storage. Avoid filling up your active systems with files that you do not require daily. 

Prepare for Legal Holds 

If your business has been sued, certain files have to be retained. Be ready to plan about this. There is a chance that you have to put a halt to the deletion of some data. 

Make It Easy to Understand 

Write two copies of the policy. A comprehensive one for the compliance staff. A very easy version compared to all the rest. 

Building the Policy: Step-by-Step 

These steps will get you to zero-to-policy-ready: 

• Build a team.

Incorporate the IT, HR, legal, and heads of departments. 

• Check your rules.

Write down all laws and regulations that regulate your data. 

• Map your data

Learn what you have in store, where it is stored, and who is controlling it. 

• Set time limits

Determine retention of each type of data before archiving or deleting it. 

• Assign roles

Appoint a person who will oversee the policy and make adjustments to it. 

• Automate.

Use software to carry out simple and repetitive actions such as tagging or discarding files. 

• Review often

Laws and business requirements change. Revise your policy each year. 

• Train your team.

Knowing what is required and how to abide by the policy must be known by everyone. 

Don’t Risk Non-Compliance IT Support and Services Provider

Non-compliance is not an option in case you deal with personal or sensitive data. Violation of this can cost considerable fines and broken trust. Collaborate with an IT support and services provider to remain on course and avoid fines. The following are a few of the laws that affect retention:  

• HIPAA: Patient files should be stored for at least six years. 
• SOX: Maintain financial books that are over 7 years old. 
• PCI DSS: Delete and safely manage credit card information. 
• GDPR and CCPA: Make the user aware of data being collected or stored, etc.  

Clean Your Digital Closet Now with You Reliable IT Support and Services Provider

Just like you toss old receipts and notes, don’t keep every digital file. Only keep files when there is a good reason. An intelligent retention policy is not just IT janitor work. This helps secure your company, assists in compliance, and enhances efficiency. Then why wait until your system crawls or an auditor knock? Start organizing your files now—take charge of your digital trail. Need help? Speak with one of EB Solution’s IT consultants and make a retention plan that suits your company today. 

Call now! 

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