How long should data be retained according to best practices?

Best practices for data retention emphasize the principle of maintaining information only for as long as it is necessary to fulfill its purpose. This approach aligns with minimizing risks such as data breaches and ensuring compliance with privacy laws. Retaining data indefinitely can lead to unnecessary storage costs and potential legal liabilities if the data is no longer relevant or if its retention violates regulations like the General Data Protection Regulation (GDPR).

Data should only be kept to meet legal obligations, fulfill business needs, support operational requirements, or satisfy audit processes. Once the data is no longer needed for these purposes, it should be securely deleted to mitigate risks associated with its retention. This principle helps organizations manage their information responsibly while protecting individuals' privacy and upholding data integrity.

In contrast, holding data as long as permitted by law can be risky, as it may not align with specific purposes for which the data was collected. Similarly, retaining information merely until the next audit could expose the organization to unnecessary risks if the data is still not needed beyond that point. Therefore, the best approach is to retain data only while it serves a valid purpose.