COST04-BP05: Enforce data retention policies

Implement and enforce comprehensive data retention policies that balance compliance requirements, business needs, and cost optimization. Proper data retention ensures regulatory compliance while preventing unnecessary storage costs from accumulating over time.

Implementation guidance

Data retention policies provide the framework for systematically managing data throughout its lifecycle, ensuring compliance with regulatory requirements while optimizing storage costs through appropriate data archival and deletion strategies.

Data Retention Principles

Compliance First: Ensure all data retention policies meet regulatory and legal requirements for your industry and jurisdiction.

Business Alignment: Balance compliance requirements with business needs for data accessibility and operational requirements.

Cost Optimization: Implement tiered storage and lifecycle management to optimize costs while maintaining data availability.

Automated Enforcement: Use automated tools and processes to consistently enforce retention policies across all data stores.

Retention Policy Components

Classification Framework: Systematic classification of data based on sensitivity, business value, and regulatory requirements.

Retention Schedules: Defined timelines for data retention, archival, and deletion based on data classification and requirements.

Lifecycle Management: Automated processes for transitioning data through different storage tiers and eventual deletion.

Compliance Monitoring: Ongoing monitoring and reporting to ensure retention policies are properly enforced.

AWS Services to Consider

Amazon S3

Implement lifecycle policies for automated data archival and deletion. Use S3 storage classes for cost-effective long-term retention.

Amazon S3 Glacier

Store long-term archival data at low cost. Use Glacier for data that requires long-term retention but infrequent access.

AWS Lambda

Implement custom data retention logic and automation. Use Lambda for complex retention rules and cross-service data management.

Amazon DynamoDB

Use TTL (Time To Live) for automatic data expiration. Implement point-in-time recovery for compliance requirements.

Amazon RDS

Manage database backups and automated snapshots. Use automated backup retention for compliance and recovery.

AWS CloudTrail

Maintain audit logs with appropriate retention periods. Use CloudTrail for compliance and security audit requirements.

Amazon CloudWatch Logs

Set retention periods for application and system logs. Use log groups with appropriate retention policies.

AWS Config

Monitor compliance with data retention policies. Use Config rules to automatically check retention policy adherence.

Implementation Steps

1. Define Data Classification Framework

Identify all data types and sources across the organization
Create data classification categories based on sensitivity and value
Define regulatory and compliance requirements for each category
Establish business requirements for data accessibility and retention

2. Develop Retention Policies

Create retention schedules for each data classification category
Define archival and deletion timelines based on requirements
Establish exception handling and approval processes
Document policy rationale and compliance mapping

3. Implement Lifecycle Management

Set up automated lifecycle policies for different storage services
Configure tiered storage transitions for cost optimization
Implement automated deletion processes with appropriate safeguards
Create monitoring and alerting for lifecycle events

4. Deploy Compliance Monitoring

Set up automated compliance checking and reporting
Create dashboards for retention policy status and metrics
Implement alerting for policy violations or failures
Establish audit trails for all retention-related activities

5. Create Governance Framework

Establish roles and responsibilities for data retention management
Create approval processes for policy changes and exceptions
Implement regular policy reviews and updates
Set up training and awareness programs for stakeholders

6. Enable Continuous Improvement

Monitor policy effectiveness and cost impact
Gather feedback from stakeholders and compliance teams
Refine policies based on changing requirements and best practices
Update automation and processes based on lessons learned

Data Retention Framework

Comprehensive Retention Policy Engine

Automated Compliance Monitoring

Retention Policy Templates

Standard Retention Policies

Common Challenges and Solutions

Challenge: Balancing Compliance and Cost

Solution: Implement tiered storage strategies that meet compliance requirements while optimizing costs. Use automated lifecycle policies to transition data to lower-cost storage tiers over time.

Challenge: Complex Regulatory Requirements

Solution: Create comprehensive mapping of regulatory requirements to retention policies. Use automated compliance monitoring and reporting. Engage legal and compliance teams in policy development.

Challenge: Data Discovery and Classification

Solution: Implement automated data discovery and classification tools. Use machine learning to identify and classify data types. Create comprehensive data inventory and mapping.

Challenge: Cross-Service Data Management

Solution: Create unified data retention policies that span multiple AWS services. Use centralized orchestration and monitoring. Implement consistent tagging and metadata strategies.

Challenge: Audit and Reporting Requirements

Solution: Implement comprehensive audit logging for all retention activities. Create automated compliance reporting and dashboards. Maintain detailed documentation and evidence of policy enforcement.