A computer-implemented system assigns retention rules to a plurality of record categories. The system receives information from a system administrator and the organization to which the retention rules are to apply. Initially, an administrator selects business types and functions that apply to the organization. The system uses the business types and functions selections to select from a large set of questions, a subset of questions that pertain to the retention requirements for the organization's records. The organization employees answer the selected questions, and based on these answers the system determines a set of record categories defining the organization's records. The system then selects from a set of retention rules forming a part of the system, the rules that apply to the organization's record categories. The system provides a formalized approval process by the organization for the retention rule assignments to the record categories.