F-IMS201 Records Register
| File Reference : | F-IMS201 Records Register |
A simple list of the records you keep, where they are and how long for, with personal data marked so it is easy to find.
This register template is supplied in fully editable MS Word format and can be easily customised and edited. The document uses pre-defined style formatting throughout, with all text in Calibri font for improved readability.
The following document labelling is included in the footer:
- Register number and title
- Information-classification
- Version
- Page number / total pages
alphaZ documents - beautifully designed, tried and tested register templates. No junk, jargon or unnecessary content. Simple and usable register templates
developed over 25 years through practical use in the real world.
Further guidance on records and retention:
Download this register template with your company name and logo already added!
Document Preparation available with all document toolkits.
To get access to this file please click on Add to Cart to purchase for immediate download. If you have an alphaZ Subscription just click on Download Files to view all the files available to download. This register is also included in the GDPR / Data Protection Toolkit, so the toolkit route gives you this file plus everything else you need in one download.
If you'd like hands-on help setting up your records register and retention periods, our remote support services provide direct expert input from our team, by the day, by project, or on an ongoing basis.
Records Register Template
A records register for listing the key records your organisation keeps, with a description, where each is stored and how it is secured, the retention period, and whether the record contains personal data. A second section lists the records relating to the management system.
What's Included in this Register
- Key Company Records - records and paperwork retained by the company, including documents supplied by interested parties
- Key Company Records - IMS Related - the records that evidence the management system
- Columns for Type of Record, Description, Where Stored - Security, Retention Period and Personal data (Y/N), with a responsibility field
Which Personal Data Register?
The GDPR / Data Protection Toolkit offers several ways to keep the same record, and only one needs to be kept up to date:
- F-IMS24 Personal Data Register - organised by category of personal data, one row per category. The simplest option and the usual starting point.
- F-IMS30 Record of Processing Activities Register - organised by processing activity, and also records who is responsible and whether an impact assessment was needed. Suits organisations with more processing activities or responsibility spread across several people.
- ER21 Personal Data Register - the same information in Excel for filtering and sorting, with linked sheets for transfers, requests, breaches and deletions. The suggested option where special category data is processed.
- F-Q99 Record of Processing Form - one form for a single processing activity described in full. Useful for a complex or higher risk activity alongside any of the registers.
- F-IMS201 Records Register - all the records the company keeps, not only personal data. Useful for finding where personal data sits among everything else.
If a single combined document is preferred, the P-26 Privacy Policy can carry the record of processing as an appendix instead, with the same columns as F-IMS24.
Included in the GDPR / Data Protection Toolkit
This register is part of the GDPR / Data Protection Toolkit - the registers, forms, policies, procedure and guidance for documenting how you collect and process personal data, in one download.
Using the Register
List the records each part of the business keeps - HR files, customer records, financial records, contracts, management system records - with where they are stored and how long they are kept. Mark each one that contains personal data, and use those entries as the starting point for the personal data register.
Related Documents
Other documents in the GDPR / Data Protection Toolkit that work alongside this one:
Why Retention Periods Matter
Setting a retention period for each type of record means records are not kept longer than needed, and makes it straightforward to show how long personal data is held when someone asks.
Would you rather we prepared it for you?
Our Personal Data Register and Privacy Notice Preparation service works through the personal data your organisation holds with you, including the AI tools in use, and prepares the register and privacy notice so they describe what actually happens to that data.
Personal Data Register and Privacy Notice Preparation