What Most Organizations Get Wrong About Records Retention (And How to Fix It)

Records retention may sound like a boring administrative task, but getting it wrong can cost your organization time, money, and legal headaches. Many organizations assume that keeping all their records “just in case” is safe—or, conversely, that they can toss documents as soon as they’re done with them. Both approaches are risky. A well-planned records retention strategy isn’t just about compliance — it’s about efficiency, security, and risk management.

Common Mistakes Organizations Make

1. Keeping Everything

Some organizations adopt a “just keep it” mentality. While it feels safe, this approach:

• Consumes physical and digital storage space

• Makes retrieving records slower and more difficult

• Increases exposure in audits or public records requests

• Raises security risks if sensitive information sits unprotected

2. Throwing Documents Away Too Soon

On the flip side, some teams destroy records prematurely, often because they’re unsure about retention rules. This can lead to:

• Legal and regulatory penalties

• Inability to defend decisions or respond to inquiries

• Loss of historical business intelligence

3. Treating Retention as a One-Time Task

Retention isn’t something you set and forget. Many organizations fail to regularly review and update their retention policies, leading to outdated practices that no longer align with laws, regulations, or business needs.

How to Fix Records Retention Mistakes

A strong records retention plan balances legal compliance with operational efficiency. Here’s how to get it right:

1. Start With a Records Inventory

Identify what records you have, where they’re stored, and who uses them. Knowing your inventory is the foundation for any retention strategy.

2. Create Clear Retention Policies

Define how long each type of record should be kept, based on:

• Legal and regulatory requirements

• Operational needs

• Historical or strategic value

3. Use Secure, Centralized Storage

Whether physical or digital, store records in a way that ensures:

• Easy retrieval

• Access control

• Safe destruction when the retention period expires

4. Automate Compliance Where Possible

For digital records, consider systems that automatically manage retention schedules, send notifications, and provide defensible destruction logs.

5. Review and Update Regularly

Laws, regulations, and organizational needs change. Make it a habit to audit and adjust retention policies at least once a year.

Why Partnering With Document Mountain Helps

Records retention isn’t just about “keeping or tossing” — it’s about building a system that protects your organization and makes your team more efficient. Document Mountain helps you:

• Develop retention schedules that meet legal requirements

• Reduce clutter and storage costs

• Ensure your records are secure and accessible when you need them

• Avoid compliance headaches before they happen

With the right strategy, records retention becomes a competitive advantage, not a liability.

Take Control of Your Records Today

Don’t let unclear retention practices put your organization at risk. Partner with Document Mountain to create a records retention plan that works for your team and your compliance needs. Contact us today to get started.