Overview
In today's rapidly evolving digital landscape, simply 'keeping everything' is no longer an option. The advent of GDPR and the rise of Artificial Intelligence have fundamentally reshaped how organisations must approach document retention. Are your current practices a ticking time bomb of non-compliance, or a strategic asset for growth and efficiency? This course will equip you with the knowledge and tools to transform your document retention from a legacy burden into a powerful driver of governance, risk management, and operational excellence.
Course purpose:
To provide participants with a comprehensive understanding of best practices in document retention, integrating the critical requirements of GDPR and the emerging considerations of Artificial Intelligence. The course aims to empower professionals to develop and implement robust, legally compliant, and strategically advantageous document retention policies and procedures within their organisations, mitigating risks and optimising information governance in the digital age.
Course costs (ex VAT)
Non-member - £550
Professional subscriber - £495
Member - £440
A discount is available for registered charities, please email training@cgi.org.uk.
For any related enquiries please contact us at training@cgi.org.uk, or call us at +44 (0)20 7580 4741
Who is this course for
This course is ideal for anyone responsible for managing, storing, processing, or disposing of organisational documents and data. This includes:
- Governance Professionals
- Company Secretaries and Secretarial Teams
- Compliance Officers
- Legal Professionals
- Information Governance Managers
- Data Protection Officers
- IT Managers involved in data storage and management
- Administrators and other roles with significant document handling responsibilities
- Individuals seeking to understand the intersection of document retention, GDPR, and AI
This course is relevant across all sectors (listed and private companies, charities, public sector, and the NHS)
Learning outcomes
By the end of the day you will understand:
- Which documents your organisation needs to retain – and for how long
- The consequences for companies who fail to do so
- How to develop an effective document retention policy
- How to balance business needs with regulatory obligation
- Retention, disposal and review procedures
- Data law and the use of documents as evidence
- The retention of electronic data
Post-course action:
Participants will be encouraged to:
- Conduct a self-assessment of their organisation's current document retention policies against the principles and practices learned
- Initiate discussions within their organisation about integrating GDPR and AI considerations into existing retention schedules
- Begin drafting or updating sections of their document retention policy using the provided template and guidance
- Utilise the 6-month complimentary subscription to access relevant resources and stay updated on evolving regulations and best practices
You will also receive:
- A delegate pack containing comprehensive course notes and presentation slides
- A practical guide to developing a GDPR and AI-compliant document retention policy (template included)
- Checklists for assessing current document retention practices
- Resource list for further reading and regulatory guidance
- A certificate to show you have attended the course
- 6 hours credit towards your Continuing Professional Development (CPD)
- 6 months complimentary professional subscription of The Chartered Governance Institute UK & Ireland. This includes a subscription to G+C Magazine as well as access to briefings, discounts and our knowledge base.
People who take this course often go on to book:
Useful CGI Resources:
- Corporate Governance unlocked
- Effective Minute Taking
- A wealth of further information and guidance on governance practices and minute taking can be found in our Resources.
Competency framework
This course aligns to CGI’s competency framework: Entry/Emerging
Use the competency framework to identify your strengths and areas for improvement in governance.
Programme
Re-visiting the core principles of document retention. Discussing the significant risks of inadequate or non-compliant practices. Introduction to the evolving digital landscape and data explosion.
Understanding GDPR's core principles (storage limitation, purpose limitation, data minimisation). Participants will work in small groups to identify how these principles apply to specific document types within an organisation.
Exploring how AI impacts document retention: AI-driven data processing, training data, automated decision-making, data lineage. Ethical considerations and potential biases.
Step-by-step guide to developing/ updating a document retention policy. Participants will work in small groups to outline a section of a retention policy, incorporating GDPR and AI considerations
Strategies for effective policy implementation: communication, training, roles, and responsibilities. Discussing common challenges in managing data subject requests (e.g., right to erasure) in the context of retention.
Discussing future trends in data regulation and AI. The importance of ongoing review and adaptation. Facilitated group reflection on individual organisation's next steps.
Participants will engage in individual reflection and develop an action plan for applying their learning in their own contexts. The session will conclude with a whole-group discussion, Q&A, and a course evaluation.
Course Leader
