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Document Retention Policy

Document Retention Policy

Kebijakan penyimpanan dan penghapusan dokumen.

DOCUMENT RETENTION POLICY — PT DIVISTANT TEKNOLOGI INDONESIA JADWAL RETENSI PER KATEGORI SDM & TENAGA KERJA Data karyawan: 5 thn Slip gaji: 10 thn Kontrak: +7 thn Kandidat ditolak: 1 thn KEUANGAN Lap. Keuangan: PERMANEN SPT Pajak: 10 thn Faktur/kwitansi: 7 thn UU 28/2007 Perpajakan PROYEK & DELIVERY Kontrak klien: +7 thn Dok teknis: +5 thn Notulen: 2 thn Source code: per kontrak LEGAL & KORPORASI Akta: PERMANEN Litigasi: 10 thn NDA: +7 thn RUPS: PERMANEN KLASIFIKASI & PROTEKSI L4: STRICTLY CONFIDENTIAL Enkripsi wajib L3: CONFIDENTIAL Need-to-know + NDA L2: INTERNAL Akses karyawan L1: PUBLIC Tidak ada restriksi PROSEDUR PENGHAPUSAN — 7 LANGKAH 1. VERIFIKASI Cek retensi berakhir? 2. LEGAL HOLD Cek hold berlaku? 3. APPROVAL Dept Head approve 4. HAPUS Secure delete / shred 5. BACKUP Hapus dari backup juga 6. LOG Catat: apa kapan siapa 7. REPORT Audit trail arsip LEGAL HOLD — JANGAN HAPUS! Saat ada litigasi, investigasi, atau audit: JANGAN hapus | JANGAN modifikasi | PERTAHANKAN semua IKUTI instruksi legal | DOKUMENTASIKAN preservasi Pelanggaran = konsekuensi hukum serius

Purpose

Kebijakan ini memastikan:

  • Dokumen penting tersimpan dengan baik
  • Compliance dengan regulasi
  • Efficient storage management
  • Proper disposal ketika tidak diperlukan

Retention Schedule

HR Documents

Document Type Retention Period
Employee records (active) During employment
Employee records (terminated) 5 years after exit
Payroll records 10 years
Tax documents 10 years
Recruitment records (hired) During employment + 5 years
Recruitment records (rejected) 1 year
Training records 5 years
Performance reviews 5 years
Disciplinary records 5 years after resolution

Financial Documents

Document Type Retention Period
Financial statements Permanent
Tax returns 10 years
Invoices & receipts 7 years
Bank statements 7 years
Contracts Duration + 7 years
Audit reports 10 years

Project Documents

Document Type Retention Period
Client contracts Duration + 7 years
Project documentation Duration + 5 years
Source code As per client agreement
Correspondence 3 years
Meeting notes 2 years
Document Type Retention Period
Corporate documents Permanent
Licenses & permits Duration + 3 years
NDAs Duration + 7 years
Litigation documents Resolution + 10 years
Insurance policies Duration + 7 years

Storage Guidelines

Digital Documents

  • Store in approved systems (Google Drive, BizOps)
  • Use proper folder structure
  • Apply appropriate access controls
  • Regular backup verification

Physical Documents

  • Store in secure location
  • Label clearly with retention date
  • Limit access to authorized personnel
  • Transfer to archive when appropriate

Document Classification

Classification Handling
Public No special handling
Internal Share within company only
Confidential Need-to-know basis
Restricted Strictly limited access

Disposal Process

Digital Documents

  1. Verify retention period has passed
  2. Get approval if required
  3. Secure deletion from all systems
  4. Remove from backups
  5. Document disposal

Physical Documents

  1. Verify retention period
  2. Shred confidential documents
  3. Recycle non-sensitive materials
  4. Document disposal

Jika ada litigation atau investigation:

  • Do NOT delete any related documents
  • Preserve all potentially relevant materials
  • Follow instructions from Legal
  • Document preservation actions

Responsibilities

Document Owner

  • Maintain documents properly
  • Follow retention schedule
  • Request disposal when appropriate

Department

  • Ensure team compliance
  • Conduct periodic reviews
  • Report issues

IT/Records

  • Manage storage systems
  • Implement retention controls
  • Execute approved disposals

Annual Review

Department heads should review document holdings annually:

  • Identify documents past retention
  • Initiate disposal process
  • Update retention needs
Last updated 3 months ago
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