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Cover of Data Retention and Secure Deletion by Data Menu

Data Handling

Data Retention and Secure Deletion

Decide how long to keep personal data, then delete it properly, with a retention schedule template.

Format
PDF
Length
18 pages
Edition
1st edition, November 2026
Published
2 November 2026
Publisher
Data Menu
£24PDF, single instant download

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About

About this guide

A practical UK guide to the storage limitation principle. It explains how to decide how long to keep each type of personal data, how to build a retention schedule, which official retention periods apply to common business records and which periods are only common practice, and how triggers, legal holds and exceptions work.

It then covers deleting properly across live systems, email, backups and paper, secure disposal of devices and media using NCSC guidance, handling erasure requests and supplier deletion, and running retention as an annual routine. Includes a retention schedule, deletion log, device disposal record, supplier deletion request and review checklist.

General educational guidance written by Data Menu. It is not legal advice.

Contents

What is inside

  1. Why retention mattersStorage limitation, the benefits and what the ICO expectsp. 4
  2. Deciding how long is long enoughReasons to keep data, minimising and genuine anonymisationp. 5
  3. Building a retention scheduleSeven steps to a working retention schedulep. 6
  4. Common retention periods in the UKOfficial periods for common records and typical practicep. 8
  5. Triggers, clocks and exceptionsTriggers, legal holds, requests and recorded exceptionsp. 9
  6. Deleting properlyErasing, anonymising, archiving and handling backups and paperp. 11
  7. Secure disposal of devices and mediaNCSC guidance on disposing of devices and mediap. 12
  8. Erasure requests, suppliers and proofErasure requests, supplier deletion and proofp. 14
  9. Making it routineAn annual cycle, roles and common mistakesp. 15
  10. Templates and checklistsSchedule, deletion log, disposal record and checklistsp. 16

Audience

Who it is for

  • Owners and managers
  • IT and facilities leads
  • HR and finance teams
  • Records and operations staff

Delivery. After payment you can download the PDF straight away, and we email you a personal link to the same page. Each purchase is a single download, so please save the file somewhere safe when it arrives. If a download is interrupted, you can retry from that page for a few minutes. Our guides are practical, educational material. They are not legal advice. If you need advice on your own situation, speak to a qualified adviser.

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