What does a data retention policy define?

A data retention policy outlines the guidelines for how long to retain different types of data and the processes for its disposal once it is no longer needed. Such a policy is crucial for ensuring compliance with laws and regulations, as it helps organizations manage their data lifecycle effectively. By specifying the duration for which each category of data should be stored, and detailing the acceptable methods for disposing of it, the policy helps mitigate risks related to data breaches and privacy violations.

Adhering to a well-defined data retention policy ensures that organizations are not holding onto data longer than necessary, which can expose them to legal liabilities or unnecessary storage costs. In contrast, the other options involve different aspects of data management or security that do not specifically relate to retention and disposal practices.