How often should we audit our records retention practices to stay compliant?

There is no single legally mandated interval for auditing records retention practices that applies to every organization. Instead, good practice combines a recurring schedule with audits triggered by specific events. The goal is to confirm that records are being kept as long as required, disposed of properly when eligible, and protected throughout their lifecycle.

A Practical Baseline

For most organizations, a full review of retention practices on an annual basis is a sensible baseline. An annual cycle aligns with budgeting, policy review, and reporting rhythms, and it keeps retention schedules current with how records are actually created and stored.

Between full audits, lighter spot checks throughout the year help catch problems early. These might sample a department, a record type, or a system to verify that the schedule is being followed in day-to-day work rather than only on paper.

Event-Driven Triggers

Calendar-based audits are not enough on their own. Review your practices whenever a significant change occurs, including:

• New or amended laws and regulations affecting how long records must be kept.
• Adoption of new systems or migration of records to new platforms or the cloud.
• Organizational change, such as a merger, reorganization, or new lines of business.
• Litigation, investigations, or audits, which may require a legal hold that suspends routine disposition.
• A security incident or data breach involving recordkeeping systems.

What an Audit Should Examine

A meaningful audit looks beyond whether a schedule exists. Consider checking that:

1. The retention schedule is complete and current for all record types and formats.
2. Disposition actions (destruction or transfer) are documented and authorized.
3. Legal holds are applied and released correctly.
4. Access controls and storage protect records appropriately.
5. Staff understand their recordkeeping responsibilities.

International guidance such as ISO 15489-1 frames records management as an ongoing, monitored process rather than a one-time setup, which is why periodic evaluation matters.

Document Your Results

Whatever cadence you choose, record what you reviewed, what you found, and what corrective steps you took. This audit trail demonstrates good-faith compliance and gives you a baseline to measure improvement against over time.

For more foundational guidance, see the fundamentals topic hub.