How do you draft a records management policy from scratch?

A records management policy is the foundational document that tells an organization what its records are, who is responsible for them, and how long they must be kept. Drafting one from scratch is less about wordsmithing and more about gathering the right inputs and translating them into clear, enforceable direction.

Start with research and authority

Before writing, understand what governs your records. Identify the laws, regulations, and contractual obligations that apply to your industry, along with any litigation or audit requirements. Secure visible sponsorship from senior leadership early; a policy without executive backing rarely takes hold. Internationally, ISO 15489-1 offers a widely recognized framework for the principles a sound program should reflect.

Define scope and key terms

State plainly what the policy covers. Most policies apply to records in all formats and media, including paper, email, and other electronic information, regardless of where they are stored. Define core terms such as “record,” “non-record,” and “official copy” so staff can recognize what they must manage.

Assign roles and responsibilities

Spell out who does what. Typical roles include a records officer or program manager, designated records coordinators in each department, IT for systems and security, and every employee for the records they create. Clear accountability prevents the policy from becoming everyone’s job and therefore no one’s.

Address the records lifecycle

A complete policy follows records from creation through final disposition. Cover:

• Creation and capture — how records enter authoritative systems.
• Maintenance and access — storage, security, and who may retrieve records.
• Retention — referencing an approved retention schedule rather than embedding specific periods in the policy itself, so schedules can be updated independently.
• Disposition — authorized destruction or transfer, including legal holds that suspend destruction during litigation or investigation.

Approve, communicate, and maintain

Route the draft through legal, compliance, and leadership review, then formally adopt it. Communicate it through training and make it easy to find. Finally, set a review cycle, because laws, technology, and business needs change over time.

For more foundational concepts, see the fundamentals topic hub. A well-drafted policy is short on jargon, grounded in real requirements, and built to be followed.