XRTech Data Retention and Disposal Policy

Introduction

This Data Retention and Disposal Policy outlines the guidelines and procedures for the retention and disposal of data at XRTech. The policy is designed to ensure the responsible management of data throughout its lifecycle, from creation to destruction.

Purpose

The purpose of this policy is to:

• Ensure compliance with applicable laws and regulations regarding data retention and disposal.
• Minimize the risk of unauthorized access, breaches, or data leaks associated with retaining data longer than necessary.
• Efficiently manage storage resources and reduce unnecessary data clutter.

Data Classification

Data at XRTech is classified into the following categories:

• Operational Data: Data required for daily business operations.
• Regulatory Data: Data required to meet legal, regulatory, or industry compliance requirements.
• Historical Data: Data retained for historical, reference, or analytical purposes.

Data Retention

XRTech will retain data based on the following principles:

• Data will be retained only for as long as it is necessary to fulfill the purpose for which it was collected or as required by law.
• The retention period for specific data types will be determined in accordance with legal, regulatory, and business requirements.
• Data owners and data custodians will be responsible for defining and documenting retention periods for their respective data sets.
• Periodic reviews will be conducted to assess whether data should continue to be retained or if it should be disposed of.

Data Disposal

Data disposal will follow these guidelines:

• Data disposal methods will be secure and in compliance with applicable laws and regulations.
• Physical data, such as paper documents and hardware, will be securely destroyed using approved methods.
• Electronic data will be permanently deleted or rendered irrecoverable using secure data erasure techniques.
• Data disposal procedures will be documented and include steps for verification of disposal.

Roles and Responsibilities

Data owners are responsible for identifying data to be retained, specifying retention periods, and initiating data disposal as necessary.
Data custodians are responsible for securely storing and disposing of data based on established guidelines.
IT personnel will assist in the secure disposal of electronic data.

Audit and Compliance

XRTech will periodically audit and review its data retention and disposal practices to ensure compliance with this policy and relevant laws and regulations.

Training and Awareness

All employees will receive training and awareness programs to understand and comply with this Data Retention and Disposal Policy.

Exceptions

Exceptions to this policy may be granted in special circumstances but must be documented, reviewed, and approved by the appropriate authority.

Policy Review and Updates

This Data Retention and Disposal Policy will be reviewed annually and updated as needed to reflect changes in business operations, technology, and regulatory requirements.

Conclusion

XRTech is committed to the responsible and compliant management of data throughout its lifecycle. This policy serves as a foundation for ensuring data is retained only when necessary and securely disposed of when no longer required.