What is a retention policy?

The rules that determine how long documents are kept and when they are archived or destroyed, in compliance with GDPR.

4 minGDPR & compliance

In short

A retention policy is a formal policy document that specifies how long each document type is retained, in what form, and who is responsible for it, derived from legal obligations, industry standards, and internal needs.

On this page

What is a retention policy?
Benefits of an automated retention policy
Implementing retention policy in M-Files
Frequently Asked Questions

What is a retention policy?

The GDPR requires organizations to minimize data: personal data may not be retained longer than necessary for the purpose for which it was collected. A retention policy is the practical implementation of that obligation..

But a retention policy goes beyond GDPR. In Belgium, invoices must be kept for at least 7 years. Employment contracts have a different term than quotes. Contracts of a company can have a retention period of several decades. Managing all those terms without an automated system is a recipe for errors..

In M-Files, you configure retention rules once per document type. M-Files automatically checks when the term expires and performs the configured action: notify, archive, or destroy, with fully traceable logging..

Benefits of an automated retention policy

GDPR data minimisation

Personal data automatically deleted after the retention period. No more superfluous data.

Legal compliance

Automatically comply with tax law, labour law, GDPR and sector-specific regulations.

Lower storage costs

Automatic archiving and deletion saves significant storage space and costs.

Better search results

Fewer outdated documents in your vault gives better search results.

Audit readiness

Demonstrate that your organisation applies a structural retention policy with full logging.

Scalability

As your organisation grows, the retention policy automatically manages the growth.

Implementing retention policy in M-Files

Step 1
Inventory document types
List all document types: contracts, invoices, HR files, correspondence, minutes.
Step 2
Fix retention periods
Determine per document type the legal and internal retention period.
Step 3
Configure rules in M-Files
Each document class receives automatic retention rules: retain, archive or destroy after X years.
Step 4
Destruction workflow
Sensitive documents are not simply deleted. An approval workflow validates the destruction.
Step 5
Periodic review
Legislation changes. SoftAdvice helps you review and adjust your retention policy annually.

Frequently Asked Questions

What is a retention policy?

A retention policy is a formal policy document that specifies how long each document type is retained, in what form, and who is responsible for it. The policy is derived from legal obligations, industry standards, and internal needs.

How long should invoices be kept in Belgium?

Invoices must be kept in Belgium for a minimum of 7 years in accordance with the VAT code. Some sectors have longer retention periods. M-Files automatically applies these periods based on document type.

What is the difference between archiving and destroying?

Archiving means that a document is no longer actively used but is still retained, often in a cheaper storage form. Destruction means permanently deleting, combined with a written confirmation for compliance purposes.

Does GDPR require a retention policy?

Yes. GDPR requires data minimization: you may not retain personal data longer than necessary. A retention policy is the practical implementation of that obligation.

How does M-Files automate a retention policy?

You define the retention rules once per document class. M-Files automatically checks when the term expires and initiates the configured action: archiving, notifying, or destroying.