Information Governance and Records Management
WHAT COULD IT LOOK LIKE?
Our Records
Governing our Information Assets
Guiding principle
We will create and maintain information assets, including corporate records, that are needed to conduct business effectively and comply with legal and regulatory obligations.
Why it matters?
It is important that corporate records are authentic, accurate, complete, unaltered, and retained securely.
How we do it?
- Information assets can be in any format including physical or electronic such
as paper, email, instant messaging, texts, or voicemail. - Final versions of information assets must be authentic, reliable, complete, unaltered, and readily accessible.
- We will destroy an information asset once it meets its disposition period, according to the Records Retention Schedule, as long as it is not subject to a legal hold.
- We will report business information accurately, honestly and on time, and follow applicable internal controls.
COMPANY POLICIES
| What’s the issue? | What is it? | What could it look like? | What should I do? |
|---|---|---|---|
| Information Governance | The appropriate management and disposition of all company information assets in compliance with business needs, company standards, and applicable laws. | You find a file of papers that was left in your desk by another employee. You don’t know what the file contains, but you assume it must not be needed, so you throw the file away. | Information assets should not be destroyed until it’s determined whether they have reached their disposition period or are subject to a legal hold. If you aren’t sure, contact your Unit Information Coordinator to help you verify whether the information should be retained. To learn more, refer to the Information Governance and Records Management Policy. |
| Legal Hold | A directive by the Law to retain and preserve all information that may be related to the matter described in the legal hold. | You realize you have information assets that are beyond their disposition period. Before you destroy them, you must ensure the information is not subject to a legal hold. | You must retain those information assets even though their applicable disposition period has passed. The legal hold now applies and the information assets cannot be destroyed until you are notified that the legal hold is released. To learn more, refer to the Information Governance and Records Management Policy. |
| Corporate Record | The final version of an information asset, regardless of medium or format, that memorializes the decisions, operations, and transactions of MassMutual. | You’ve been working on a report, and you have a number of drafts, as well as the final version. You’d like to get rid of anything you don’t need to keep, but you aren’t sure if the drafts are records. | Only the final version in a series of drafts is considered to be the record. It must be retained according to the Records Retention Schedule. Drafts which have been superseded should be discarded. However, drafts must be retained if subject to a legal hold. To learn more, refer to the Information Governance and Records Management Policy. |
*Subsidiaries should refer to their own local policies if not applicable.