IG POLICY TEMPLATES & RESOURCES
FOR GOVERNMENT AGENCIES

Minimize Risks, Manage Records, and Maximize Compliance

Federal, state, and local government agencies are required to comply with myriad record-related laws and regulations. It is up to each government agency to create best practices-based Record Retention Policy & Procedures to support compliance. To help jumpstart the process, we give you the NetGovern Policy Package. 

Professionally written by the policy experts at the ePolicy Institute, this content is designed to help government agencies in the United States minimize risks, manage records, and maximize compliance. Our sample policies incorporate key federal laws and regulations, while eliminating the gobbledygook that confuses employees and reduces compliance. Feel free to use this material as a foundation for your own policies.

sensitive information template for financial institutions      records retention template for financial institutions      records retention guidelines for financial institutions      Government

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Sensitive & Classified Information Policy Template

POLICY TEMPLATE PREVIEW - AGENCY is committed to protecting and preserving the privacy of the public, as well as our agency, government, employees, contractors, and third parties. To that end, AGENCY has established mandatory rules and procedures for the acquisition, access, use, disclosure, and disposal of sensitive and classified information. AGENCY’s Sensitive & Classified Information Policy is designed to help minimize legal and regulatory risks; manage government records; maintain information integrity; and maximize compliance.

Sensitive Information Policy Template

This policy governs all sensitive and classified information—electronic, hard copy, and spoken—related to government business and the public. Compliance with AGENCY’s Sensitive & Classified Information Policy is mandatory. All parties working on behalf of or to benefit AGENCY are required to know, understand, and adhere to this policy. Those parties are referred to as “employees” in this policy and include AGENCY executives, full-time professionals, part-time staff, contractors, grantees, interns, and volunteers among others.

This Sensitive & Classified Information Policy applies to hard-copy documents, verbal conversations, and electronic communications conducted via AGENCY-owned and personally owned computer resources, including but not limited to email, text messaging, instant messaging, video conferencing, social media, mobile devices, web, Intranet, smartphones, and landline phones.

 

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Records Retention Policy Template

POLICY TEMPLATE PREVIEW - AGENCY is committed to preserving the integrity of government records and protecting and the privacy of individuals. To that end, AGENCY has established this mandatory Record Retention Policy, governing the acquisition, access, use, dissemination, and disposal of federal records. AGENCY’s Record Retention Policy is designed to help minimize legal and regulatory risks; manage records; and maximize compliance.

Records Retention Policy Template

All parties working on behalf of or to benefit AGENCY are required to know, understand, and adhere to this Record Retention Policy. Those parties are referred to as “employees” in this policy and include AGENCY executives, full-time professionals, part-time staff, contractors, grantees, interns, and volunteers among others.

This Record Retention Policy applies to hard-copy documents, verbal conversations, and electronic communications conducted via AGENCY-owned and personally owned computer resources, including but not limited to email, text messaging, instant messaging, video conferencing, social media, mobile devices, web, Intranet, smartphones, and landline phones.

Compliance with this policy is mandatory 24 hours a day, seven days a week, 365 days a year.

 

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Records Retention Guidelines

GUIDELINES PREVIEW - For government agencies in the United States, mismanaged, misplaced, or missing records are more than a nuisance. They are a liability. Federal, state, and local government agencies are required to preserve, protect, produce, and purge records in compliance with various laws and regulations.

Records Retention Policy Template

Federal agencies must adhere, foremost, to the Federal Records Act (FRA), which is overseen by the National Archives and Records Administration (NARA). In addition, compliance with the Code of Federal Regulations (CFR), Privacy Act of 1974, Federal Rules of Civil Procedure (FRCP), National Institute of Standards and Technology (NIST), and Freedom of Information Act (FOIA), to name just a few laws and regulations, is required.

State and local agencies must follow the record guidelines set forth by their respective state archivist, as well as each commonwealth’s data breach notification laws, eDiscovery rules, public records or “sunshine” laws, and statutes of limitations.

Failure to defend, discover, deliver, and dispose of records compliantly could trigger potentially costly risks including congressional hearings, regulatory investigations, FOIA lawsuits, and aggrieved citizens.

Best practices call for every federal, state, and local agency to establish a strategic record management program, complete with up-to-date Record Retention Policy & Procedures. To that end, the policy and technology experts at the ePolicy Institute and NetGovern offer guidelines to help government agencies manage records, minimize legal and regulatory risks, and maximize compliance.

 

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Best Practices for the Effective and Compliant Preservation, Protection, & Production of Business Records

WHITE PAPER PREVIEW - For government agencies in the United States, mismanaged, misplaced, or missing records are more than a nuisance. They are a liability. Federal, state, and local agencies are required to preserve, protect, produce, and purge records in compliance with various laws and regulations.

Records Retention Policy Template

Failure to manage records lawfully could spark unauthorized access to information, congressional hearings, lawsuits, and an erosion of public confidence in the government among other risks.

Best practices call for the creation of a strategic record management program, complete with a current and comprehensive Record Retention Policy. To that end, the policy and technology experts at the ePolicy Institute and NetGovern offer seven rules to help government agencies manage records, minimize risks, and maximize compliance.

Adopt the 3Es of Record Management

To help reduce record risks and increase adherence to record rules, government agencies are advised to adopt the 3Es of record management:

(1) Establish effective policies and procedures governing records

(2) Educate employees about record risks, agency rules, and individual responsibilities

(3) Enforce policy through a combination of disciplinary action, workplace training, and best-in-class technology solutions designed to manage content, use, and records.

 

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Let us, and your peers, know your thoughts about this material. Let’s help each other reach a higher Information Governance maturity level through collaboration and community (assess your level with the IG Maturity Index Report). We’ll carefully consider your feedback in the future versions of these resources.

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