Legal Policy Retention Form

LEGAL POLICY RETENTION FORM

This Legal Policy Retention Form is made and entered into as of Effective Date: by and between Organization Name: with principal address and Records Custodian / Department: located at .

RECITALS

WHEREAS: The Organization maintains policies, records, and supporting documentation that are subject to legal, regulatory, contractual and operational retention obligations and requires a documented retention determination for each policy and related records;

WHEREAS: The Records Custodian has responsibility to implement, administer, and certify retention schedules, including the disposition of records in accordance with applicable law and organizational policies;

WHEREAS: The parties wish to set forth the retention period, triggering events, review schedule, and disposition method for the policy identified below and to confirm obligations in the event of a legal hold or exemption.

NOW, THEREFORE, in consideration of the mutual covenants contained herein, the parties agree as follows:

1. POLICY IDENTIFICATION

Policy Title:

2. RETENTION SCHEDULE

Retention Period (duration):   Retention Start Trigger:

3. CUSTODIAN RESPONSIBILITIES

The Records Custodian shall retain documents covered by this policy in a manner that ensures integrity, accessibility, and confidentiality for the period specified above. Custodian obligations include maintaining secure storage, enforcing access controls, documenting disposition actions, and cooperating with audits and legal holds.

4. LEGAL HOLDS AND EXEMPTIONS

Legal Hold in Effect:   If checked, Legal Hold Details:

Statutory or Regulatory Exemption(s) Claimed:

5. DISPOSITION AND DESTRUCTION

At the conclusion of the retention period and provided no legal hold or exemption applies, records shall be disposed of in a manner appropriate to the classification and legal obligations. Disposal Method:

6. REVIEW AND AUDIT

Review Frequency:   Next Scheduled Review:

Records and retention determinations shall be subject to periodic audit by internal or external auditors. The Custodian shall provide evidence of retention and disposition actions upon reasonable request.

7. NOTICES

All notices required or permitted under this Form shall be in writing and delivered to the addresses set forth below or to such other address as either party designates by written notice to the other. Organization Notice Address:

Records Custodian Notice Address:

8. AMENDMENTS; WAIVER; COUNTERPARTS

This Form may be amended only by a written instrument executed by both parties. No waiver of any provision shall be effective unless in writing and signed by the party against whom enforcement is sought. This Form may be executed in counterparts, each of which shall constitute an original and all of which together shall constitute one and the same instrument.

9. GOVERNING LAW

This Form shall be governed by and construed in accordance with the laws of the jurisdiction specified below, without regard to its conflict of laws rules. Governing Jurisdiction:

10. ENTIRE AGREEMENT

This Form, together with any incorporated retention schedules or attachments identified herein, constitutes the entire agreement between the parties with respect to the subject matter and supersedes all prior oral or written agreements, understandings, or representations.

11. SEVERABILITY

If any provision of this Form is held to be invalid, illegal or unenforceable by a court of competent jurisdiction, such provision shall be severed and the remaining provisions shall continue in full force and effect and be interpreted so as to give effect to the intent of the parties.

12. CERTIFICATION

By executing below, the undersigned authorized representatives certify that they have the authority to bind their respective parties, that the retention determinations set forth herein have been made in accordance with applicable law and internal policy, and that all actions required to implement this retention determination will be undertaken in good faith.

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