# Data Retention Schedule Template — Orion Data Vault Corp

## Retention Schedule Entry Template

| Field | Value |
|-------|-------|
| **Category ID** | CAT-___ |
| **Data Category** | |
| **Data Elements** | |
| **Processing Purpose** | |
| **Legal Basis (Art. 6)** | |
| **Retention Period** | |
| **Statutory Source** | |
| **Trigger Event** | |
| **Review Frequency** | Annual / Biannual / Other |
| **Data Owner** | |
| **DPO Approved** | Yes / No — Date: |
| **Last Reviewed** | |

## Retention Period Justification Template

```
Category: [CAT-XXX — Category Name]
Proposed Period: [X years from trigger event]
Statutory Minimum: [X years, cite statute]
Proposed Excess: [X additional months/years]

Justification for Excess Period:
1. [Specific business need]
2. [Risk assessment]
3. [Regulatory expectation]

Proportionality Assessment:
- Volume of data subjects affected: [number]
- Sensitivity of data: [low/medium/high]
- Risk to data subjects from extended retention: [assessment]
- Mitigating measures: [e.g., access restriction, pseudonymization]

Approved by: [DPO Name]
Date: [YYYY-MM-DD]
Next Review: [YYYY-MM-DD]
```

## Annual Review Checklist

- [ ] Legislative scan completed (new/amended statutes)
- [ ] Regulatory guidance review (ICO, EDPB, sector-specific)
- [ ] All data categories reviewed for purpose validity
- [ ] Retention periods confirmed or updated
- [ ] Technical enforcement verified (automated deletion active)
- [ ] Privacy notice updated (if periods changed)
- [ ] ROPA updated (Art. 30(1)(f))
- [ ] Board reporting metrics prepared
- [ ] Training materials updated
- [ ] DPO sign-off obtained