Summary
In short
- A records retention schedule is a register used in KnowComply that sets out how long each type of record must be kept and how it is disposed of. It is built against ISO 9001 cl.7.5, regulatory requirements and forms part of the Management System Governance programme.
- Built once and reviewed yearly. Owned by the compliance lead.
- The template holds 44 fields across 5 sections, with record classes repeating for each entry.
- ISO 9001 is quality management systems. The international standard for consistently meeting customer and regulatory requirements. Certifiable.
- It connects to the rest of the library: links Document Register.
What it is
What it is
What is a records retention schedule?
A records retention schedule is a register used in KnowComply that sets out how long each type of record must be kept and how it is disposed of. It is built against ISO 9001 cl.7.5, regulatory requirements and forms part of the Management System Governance programme.
When is a records retention schedule completed?
A records retention schedule is completed once at set up, then whenever an entry is added, changed or retired. Built once and reviewed yearly.
When to use it
When to use it, and when not to
This register is one step in a larger programme. Using it for work that belongs to a neighbouring template produces records that are hard to report on later.
Use it for
- The event or activity this register covers has occurred, or is about to
- A new record is needed; each one gets its own ID in the form RRS-2026-000
- You are running the Management System Governance programme and this is one of its steps
- A linked record needs this one to exist: links document register
Not for
- Document Control Record, which records the issue, revision, approval and withdrawal of a controlled document.
- Document Review Record, which records the periodic review of a controlled document to confirm it is still accurate.
- Anything outside KnowComply, which belongs in the workspace that owns that process
Standards
What it is built against
ISO 9001Quality management systems
The international standard for consistently meeting customer and regulatory requirements. Certifiable.
ISOInternational Organization for Standardization
A voluntary international standard. Widely adopted, often required by customers, and certifiable where a management system standard.
regulatory requirementsRegulatory requirements
A legal obligation that varies by jurisdiction.
FAQ
Frequently asked questions
What is the records retention schedule template based on?+
It is built against ISO 9001 cl.7.5, regulatory requirements. ISO 9001 is quality management systems. The international standard for consistently meeting customer and regulatory requirements. Certifiable. ISO is international Organization for Standardization. A voluntary international standard. Widely adopted, often required by customers, and certifiable where a management system standard.
What sections does the records retention schedule contain?+
There are 5 sections: header, record classes, special cases, related records, schedule health. Together they hold 44 fields, 34 of which are required.
How often is a records retention schedule raised?+
A new record is raised once at set up, then whenever an entry is added, changed or retired. Each one is given an ID in the form RRS-2026-000, so it can be traced and referenced from other records.
Which programme does the records retention schedule belong to?+
It is part of Management System Governance. One integrated system rather than four running in parallel and exhausting the same people.
Can the records retention schedule template be changed?+
Yes. Every field, option, score and conditional rule is editable, and the links to other templates come with it. Most teams install it as it is, run it for a cycle, then adjust.
The agents
What the agents do with it
The form is the easy part. Keeping it current, routing it to the right owner and holding the evidence together is the work that actually slips.
Holds the records retention schedule library against your registers, routes each record to its owner, and keeps the evidence trail together.
Coordinates the crew, rolls completion and exceptions into one view, and holds every write for your approval before it touches a record.
This template lives in KnowComply — audit and governance. Audit programmes, legal register, management review, risk and certification.
Sources
Sources
- ISO 9001 — Quality management systems
- ISO — International Organization for Standardization
- regulatory requirements — Regulatory requirements