The Email Records Retention Policy is a crucial governance document for organizations operating in Canada, designed to ensure compliance with federal and provincial regulations while maintaining efficient email management practices. This policy becomes necessary when organizations need to standardize their approach to email retention, particularly in light of requirements under PIPEDA, CASL, and various provincial privacy laws. It provides comprehensive guidance on how long to retain different categories of email records, methods of storage and disposal, and procedures for legal holds. The policy is especially critical given the increasing reliance on electronic communication and the need to maintain records for legal, regulatory, and operational purposes while protecting sensitive information. Implementation of this policy helps organizations demonstrate due diligence in records management and supports compliance with Canadian data protection and privacy requirements.
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1. Purpose and Scope: Defines the objectives of the policy and its application scope within the organization
2. Definitions: Key terms used throughout the policy including 'email records', 'retention period', 'legal hold', etc.
3. Legal Framework: Overview of relevant legislation and regulatory requirements affecting email retention
4. Roles and Responsibilities: Defines responsibilities of employees, IT department, legal team, and management in email retention
5. Classification of Email Records: Categories of email records and their respective retention requirements
6. Retention Periods: Specific timeframes for retaining different categories of email records
7. Storage and Security: Requirements for secure storage and protection of email records
8. Deletion and Disposal: Procedures for proper deletion and disposal of email records
9. Legal Hold Procedures: Process for implementing and managing legal holds on email records
10. Compliance and Monitoring: Procedures for ensuring compliance with the policy and conducting regular audits
11. Policy Review and Updates: Schedule and process for reviewing and updating the policy
1. Email Backup Procedures: Detailed procedures for email backup systems - include if organization maintains its own email servers
2. Cloud Storage Guidelines: Guidelines for cloud-based email storage - include if organization uses cloud email services
3. International Data Transfer: Procedures for international email data transfer - include if organization operates across multiple jurisdictions
4. Industry-Specific Requirements: Additional retention requirements for specific industries - include for regulated industries like healthcare or financial services
5. Employee Training Program: Details of training requirements and procedures - include if organization has formal training program
6. Personal Email Use Policy: Guidelines for personal email use - include if organization allows personal email use on company systems
1. Retention Schedule: Detailed matrix of email categories and their specific retention periods
2. Classification Guide: Detailed guide for classifying different types of email records
3. Legal Hold Form: Standard form for implementing legal holds on email records
4. Compliance Checklist: Checklist for regular compliance monitoring and auditing
5. Destruction Certificate Template: Template for documenting authorized email record destruction
6. System Configuration Guidelines: Technical specifications for email system configuration and retention settings
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