Know the Code: Records Retention and Best Practices

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Know the Code is a monthly series highlighting different sections of the County of San Diego Code of Ethics.

By the Office of Ethics and Compliance

As employees of the County of San Diego, we deal with a lot of information in all forms – all types of records. Knowing which of your records to keep, and for how long, is essential to ensuring legal and regulatory compliance.

Following these records management and retention best practices will ensure you have the knowledge and awareness necessary to successfully protect the data entrusted to us.

  •  Review your department’s records retention policy and schedule annually and update as needed.

  • Identify and classify the records your department holds.

  • Delete record/data once it is no longer required or after the record retention period has been met.

  • Hold quarterly clean-ups of physical and electronic records.

  • Consistency is key. Make sure everyone knows the records retention requirement and consistently follows the requirements.

If you have questions about policies and procedures, you can contact your department management. In cases of records retention or disclosure, you can additionally contact DPC, County Counsel or Office of Ethics and Compliance.

Check out the OEC webpage on InSite for information about upcoming Ethics & Compliance Program events, training, and resources including monthly “Know the Code” articles and micro-training videos.

If you have questions about Ethics & Compliance training or how to access the training and other Ethics & Compliance resources, please contact the OEC team at oec@sdcounty.ca.gov, 619-531-5174. HHSA staff may also contact the dedicated HHSA Compliance and Privacy team at compliance.hhsa@sdcounty.ca.gov, 619-338-2807.

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If you have questions about Ethics & Compliance training or how to access the training and other Ethics & Compliance resources, please contact the OEC team at oec@sdcounty.ca.gov, 619-531-5174.  HHSA staff may also contact the dedicated HHSA Compliance and Privacy team at compliance.hhsa@sdcounty.ca.gov, 619-338-2807.