tapps-agents 3.5.40__py3-none-any.whl → 3.6.0__py3-none-any.whl

tapps_agents/experts/knowledge/data-privacy-compliance/data-retention.md

@@ -1,297 +1,297 @@
-# Data Retention Policies
-
-## Overview
-
-Data retention policies define how long personal data should be kept and when it should be deleted. Proper data retention is a key requirement of privacy regulations like GDPR, which requires data to be kept only as long as necessary for the stated purpose.
-
-## Legal Requirements
-
-### GDPR Requirements
-- Retain data only as long as necessary
-- Define retention periods
-- Implement automated deletion
-- Document retention rationale
-- Regular review of retention
-
-### CCPA Requirements
-- Retain data only as necessary
-- Delete upon request (with exceptions)
-- Document retention periods
-- Implement deletion procedures
-- Regular data purging
-
-### HIPAA Requirements
-- Retain ePHI as required by law
-- Minimum 6 years for certain records
-- Implement retention policies
-- Secure retention
-- Document retention
-
-### Industry-Specific Requirements
-- Financial records: 7 years
-- Employment records: Varies by jurisdiction
-- Healthcare records: Varies by jurisdiction
-- Tax records: Varies by jurisdiction
-- Legal hold requirements
-
-## Retention Periods
-
-### Purpose-Based Retention
-- Retain for duration of purpose
-- Delete when purpose fulfilled
-- Document purpose and duration
-- Review purposes regularly
-- Update retention as needed
-
-### Legal Requirement Retention
-- Retain as required by law
-- Identify applicable laws
-- Document legal requirements
-- Comply with minimum periods
-- Delete when legally allowed
-
-### Contractual Retention
-- Retain as required by contract
-- Review contract terms
-- Document contractual requirements
-- Delete when contract ends
-- Comply with contract terms
-
-### Business Need Retention
-- Retain for business operations
-- Document business need
-- Review business needs regularly
-- Delete when no longer needed
-- Balance business and privacy
-
-## Retention Categories
-
-### Active Data
-- Currently in use
-- Regular access
-- Short retention period
-- Delete when no longer active
-- Move to archive when inactive
-
-### Archive Data
-- Historical data
-- Infrequent access
-- Longer retention period
-- Move to cheaper storage
-- Delete when retention expires
-
-### Backup Data
-- Data backups
-- Disaster recovery
-- Limited retention
-- Delete old backups
-- Secure deletion
-
-### Log Data
-- System logs
-- Access logs
-- Audit logs
-- Short retention
-- Delete regularly
-
-## Retention Policies
-
-### Policy Development
-1. Identify data categories
-2. Determine retention periods
-3. Document legal requirements
-4. Define deletion procedures
-5. Establish review process
-
-### Policy Elements
-- Data categories
-- Retention periods
-- Legal basis
-- Deletion procedures
-- Review schedule
-- Exceptions
-- Responsibilities
-
-### Policy Implementation
-- Communicate to staff
-- Implement in systems
-- Configure retention rules
-- Monitor compliance
-- Regular reviews
-
-## Automated Deletion
-
-### Deletion Triggers
-- Retention period expiration
-- Purpose fulfillment
-- Legal requirement met
-- Contract termination
-- User request
-
-### Deletion Methods
-- Hard delete from database
-- Secure file deletion
-- Cryptographic erasure
-- Physical destruction
-- Verify deletion
-
-### Deletion Process
-1. Identify data to delete
-2. Verify deletion eligibility
-3. Execute deletion
-4. Verify deletion completion
-5. Document deletion
-
-### Deletion Verification
-- Confirm deletion
-- Audit deletion logs
-- Verify no residual data
-- Check backups
-- Document verification
-
-## Legal Holds
-
-### Legal Hold Triggers
-- Litigation
-- Regulatory investigation
-- Audit
-- Legal requirement
-- Preservation order
-
-### Legal Hold Process
-1. Identify legal hold trigger
-2. Suspend deletion
-3. Preserve relevant data
-4. Document legal hold
-5. Release when appropriate
-
-### Legal Hold Management
-- Track legal holds
-- Identify affected data
-- Suspend automated deletion
-- Preserve data securely
-- Release holds promptly
-
-## Data Lifecycle Management
-
-### Creation
-- Collect only necessary data
-- Document collection purpose
-- Set retention period
-- Tag data appropriately
-- Store securely
-
-### Use
-- Use for stated purposes
-- Monitor data usage
-- Review retention regularly
-- Update retention as needed
-- Document usage
-
-### Archive
-- Move to archive storage
-- Reduce storage costs
-- Maintain access controls
-- Monitor archive retention
-- Delete when expired
-
-### Deletion
-- Delete when retention expires
-- Verify deletion
-- Document deletion
-- Update records
-- Notify relevant parties
-
-## Retention Challenges
-
-### Multiple Purposes
-- Data used for multiple purposes
-- Different retention periods
-- Longest period applies
-- Document all purposes
-- Review regularly
-
-### Third-Party Data
-- Data shared with third parties
-- Coordinate retention
-- Contractual requirements
-- Delete from all locations
-- Verify third-party deletion
-
-### Backup Data
-- Data in backups
-- Backup retention periods
-- Delete from backups
-- Secure backup deletion
-- Verify backup deletion
-
-### Cloud Storage
-- Data in cloud services
-- Cloud retention policies
-- Delete from cloud
-- Verify cloud deletion
-- Coordinate with providers
-
-## Retention Checklist
-
-### Policy Development
-- [ ] Identify data categories
-- [ ] Determine retention periods
-- [ ] Document legal requirements
-- [ ] Define deletion procedures
-- [ ] Establish review process
-
-### Implementation
-- [ ] Communicate policies
-- [ ] Implement in systems
-- [ ] Configure retention rules
-- [ ] Monitor compliance
-- [ ] Train staff
-
-### Deletion
-- [ ] Identify data to delete
-- [ ] Verify eligibility
-- [ ] Execute deletion
-- [ ] Verify completion
-- [ ] Document deletion
-
-### Legal Holds
-- [ ] Identify legal holds
-- [ ] Suspend deletion
-- [ ] Preserve data
-- [ ] Document holds
-- [ ] Release holds
-
-### Review
-- [ ] Review retention regularly
-- [ ] Update policies
-- [ ] Assess compliance
-- [ ] Update documentation
-- [ ] Improve processes
-
-## Best Practices
-
-1. **Define Clear Policies**: Clear retention policies
-2. **Document Everything**: Document retention rationale
-3. **Automate Deletion**: Implement automated deletion
-4. **Regular Reviews**: Review retention regularly
-5. **Legal Compliance**: Comply with legal requirements
-6. **Coordinate Third Parties**: Coordinate with third parties
-7. **Secure Deletion**: Use secure deletion methods
-8. **Verify Deletion**: Verify deletion completion
-9. **Monitor Compliance**: Monitor retention compliance
-10. **Continuous Improvement**: Improve retention processes
-
-## Common Pitfalls
-
-1. **No Retention Policy**: Not defining retention periods
-2. **Indefinite Retention**: Keeping data indefinitely
-3. **No Deletion**: Not deleting expired data
-4. **Incomplete Deletion**: Not deleting from all locations
-5. **No Legal Holds**: Not managing legal holds
-6. **Poor Documentation**: Not documenting retention
-7. **No Reviews**: Not reviewing retention regularly
-8. **Third-Party Issues**: Not coordinating with third parties
-9. **Backup Issues**: Not deleting from backups
-10. **Compliance Gaps**: Not meeting legal requirements
-
+# Data Retention Policies
+
+## Overview
+
+Data retention policies define how long personal data should be kept and when it should be deleted. Proper data retention is a key requirement of privacy regulations like GDPR, which requires data to be kept only as long as necessary for the stated purpose.
+
+## Legal Requirements
+
+### GDPR Requirements
+- Retain data only as long as necessary
+- Define retention periods
+- Implement automated deletion
+- Document retention rationale
+- Regular review of retention
+
+### CCPA Requirements
+- Retain data only as necessary
+- Delete upon request (with exceptions)
+- Document retention periods
+- Implement deletion procedures
+- Regular data purging
+
+### HIPAA Requirements
+- Retain ePHI as required by law
+- Minimum 6 years for certain records
+- Implement retention policies
+- Secure retention
+- Document retention
+
+### Industry-Specific Requirements
+- Financial records: 7 years
+- Employment records: Varies by jurisdiction
+- Healthcare records: Varies by jurisdiction
+- Tax records: Varies by jurisdiction
+- Legal hold requirements
+
+## Retention Periods
+
+### Purpose-Based Retention
+- Retain for duration of purpose
+- Delete when purpose fulfilled
+- Document purpose and duration
+- Review purposes regularly
+- Update retention as needed
+
+### Legal Requirement Retention
+- Retain as required by law
+- Identify applicable laws
+- Document legal requirements
+- Comply with minimum periods
+- Delete when legally allowed
+
+### Contractual Retention
+- Retain as required by contract
+- Review contract terms
+- Document contractual requirements
+- Delete when contract ends
+- Comply with contract terms
+
+### Business Need Retention
+- Retain for business operations
+- Document business need
+- Review business needs regularly
+- Delete when no longer needed
+- Balance business and privacy
+
+## Retention Categories
+
+### Active Data
+- Currently in use
+- Regular access
+- Short retention period
+- Delete when no longer active
+- Move to archive when inactive
+
+### Archive Data
+- Historical data
+- Infrequent access
+- Longer retention period
+- Move to cheaper storage
+- Delete when retention expires
+
+### Backup Data
+- Data backups
+- Disaster recovery
+- Limited retention
+- Delete old backups
+- Secure deletion
+
+### Log Data
+- System logs
+- Access logs
+- Audit logs
+- Short retention
+- Delete regularly
+
+## Retention Policies
+
+### Policy Development
+1. Identify data categories
+2. Determine retention periods
+3. Document legal requirements
+4. Define deletion procedures
+5. Establish review process
+
+### Policy Elements
+- Data categories
+- Retention periods
+- Legal basis
+- Deletion procedures
+- Review schedule
+- Exceptions
+- Responsibilities
+
+### Policy Implementation
+- Communicate to staff
+- Implement in systems
+- Configure retention rules
+- Monitor compliance
+- Regular reviews
+
+## Automated Deletion
+
+### Deletion Triggers
+- Retention period expiration
+- Purpose fulfillment
+- Legal requirement met
+- Contract termination
+- User request
+
+### Deletion Methods
+- Hard delete from database
+- Secure file deletion
+- Cryptographic erasure
+- Physical destruction
+- Verify deletion
+
+### Deletion Process
+1. Identify data to delete
+2. Verify deletion eligibility
+3. Execute deletion
+4. Verify deletion completion
+5. Document deletion
+
+### Deletion Verification
+- Confirm deletion
+- Audit deletion logs
+- Verify no residual data
+- Check backups
+- Document verification
+
+## Legal Holds
+
+### Legal Hold Triggers
+- Litigation
+- Regulatory investigation
+- Audit
+- Legal requirement
+- Preservation order
+
+### Legal Hold Process
+1. Identify legal hold trigger
+2. Suspend deletion
+3. Preserve relevant data
+4. Document legal hold
+5. Release when appropriate
+
+### Legal Hold Management
+- Track legal holds
+- Identify affected data
+- Suspend automated deletion
+- Preserve data securely
+- Release holds promptly
+
+## Data Lifecycle Management
+
+### Creation
+- Collect only necessary data
+- Document collection purpose
+- Set retention period
+- Tag data appropriately
+- Store securely
+
+### Use
+- Use for stated purposes
+- Monitor data usage
+- Review retention regularly
+- Update retention as needed
+- Document usage
+
+### Archive
+- Move to archive storage
+- Reduce storage costs
+- Maintain access controls
+- Monitor archive retention
+- Delete when expired
+
+### Deletion
+- Delete when retention expires
+- Verify deletion
+- Document deletion
+- Update records
+- Notify relevant parties
+
+## Retention Challenges
+
+### Multiple Purposes
+- Data used for multiple purposes
+- Different retention periods
+- Longest period applies
+- Document all purposes
+- Review regularly
+
+### Third-Party Data
+- Data shared with third parties
+- Coordinate retention
+- Contractual requirements
+- Delete from all locations
+- Verify third-party deletion
+
+### Backup Data
+- Data in backups
+- Backup retention periods
+- Delete from backups
+- Secure backup deletion
+- Verify backup deletion
+
+### Cloud Storage
+- Data in cloud services
+- Cloud retention policies
+- Delete from cloud
+- Verify cloud deletion
+- Coordinate with providers
+
+## Retention Checklist
+
+### Policy Development
+- [ ] Identify data categories
+- [ ] Determine retention periods
+- [ ] Document legal requirements
+- [ ] Define deletion procedures
+- [ ] Establish review process
+
+### Implementation
+- [ ] Communicate policies
+- [ ] Implement in systems
+- [ ] Configure retention rules
+- [ ] Monitor compliance
+- [ ] Train staff
+
+### Deletion
+- [ ] Identify data to delete
+- [ ] Verify eligibility
+- [ ] Execute deletion
+- [ ] Verify completion
+- [ ] Document deletion
+
+### Legal Holds
+- [ ] Identify legal holds
+- [ ] Suspend deletion
+- [ ] Preserve data
+- [ ] Document holds
+- [ ] Release holds
+
+### Review
+- [ ] Review retention regularly
+- [ ] Update policies
+- [ ] Assess compliance
+- [ ] Update documentation
+- [ ] Improve processes
+
+## Best Practices
+
+1. **Define Clear Policies**: Clear retention policies
+2. **Document Everything**: Document retention rationale
+3. **Automate Deletion**: Implement automated deletion
+4. **Regular Reviews**: Review retention regularly
+5. **Legal Compliance**: Comply with legal requirements
+6. **Coordinate Third Parties**: Coordinate with third parties
+7. **Secure Deletion**: Use secure deletion methods
+8. **Verify Deletion**: Verify deletion completion
+9. **Monitor Compliance**: Monitor retention compliance
+10. **Continuous Improvement**: Improve retention processes
+
+## Common Pitfalls
+
+1. **No Retention Policy**: Not defining retention periods
+2. **Indefinite Retention**: Keeping data indefinitely
+3. **No Deletion**: Not deleting expired data
+4. **Incomplete Deletion**: Not deleting from all locations
+5. **No Legal Holds**: Not managing legal holds
+6. **Poor Documentation**: Not documenting retention
+7. **No Reviews**: Not reviewing retention regularly
+8. **Third-Party Issues**: Not coordinating with third parties
+9. **Backup Issues**: Not deleting from backups
+10. **Compliance Gaps**: Not meeting legal requirements
+