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Email Records Retention Policy

Email Records Retention Policy Template for Indonesia

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Key Requirements PROMPT example:

Email Records Retention Policy

"I need an Email Records Retention Policy compliant with Indonesian banking regulations and the PDP Law, specifically for our Jakarta-based financial institution that handles sensitive customer data and international transactions."

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Document background
The Email Records Retention Policy is essential for organizations operating in Indonesia to establish systematic procedures for managing email communications in compliance with local regulations. This document becomes necessary as organizations face increasing regulatory scrutiny and data management challenges under Indonesian law, particularly the ITE Law and PDP Law 2022. The policy addresses crucial aspects such as retention periods, classification of emails, storage requirements, and disposal procedures, while ensuring compliance with sector-specific regulations where applicable. It serves as a comprehensive guide for employees and management, helping organizations maintain proper email records while minimizing legal and operational risks in the Indonesian business environment.
Suggested Sections

1. Purpose and Scope: Defines the objective of the policy and its application scope within the organization

2. Definitions: Key terms used throughout the policy including types of email records, retention periods, and technical terminology

3. Legal Framework: Reference to relevant Indonesian laws and regulations governing email retention

4. Email Classification: Categories of emails and their business importance/retention requirements

5. Retention Periods: Specific timeframes for retaining different categories of emails

6. Storage and Security Requirements: Requirements for secure storage and protection of email records

7. Roles and Responsibilities: Defines who is responsible for managing email retention and compliance

8. Deletion and Disposal Procedures: Procedures for proper deletion of emails after retention period expires

9. Legal Hold Procedures: Process for preserving emails when required for legal proceedings

10. Compliance and Audit: 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

Optional Sections

1. Industry-Specific Requirements: Additional requirements for specific sectors (e.g., financial services, healthcare)

2. International Data Transfer: Procedures for handling emails containing data transferred internationally

3. Employee Training: Guidelines for training employees on email retention procedures

4. Disaster Recovery: Procedures for email backup and recovery in case of system failures

5. Personal Email Use: Guidelines for retention of personal emails on corporate systems

6. Email Migration Procedures: Procedures for migrating emails between systems while maintaining retention requirements

Suggested Schedules

1. Schedule A - Retention Period Matrix: Detailed matrix of email categories and their specific retention periods

2. Schedule B - Technical Requirements: Technical specifications for email storage and archival systems

3. Schedule C - Compliance Checklist: Checklist for regular compliance monitoring

4. Appendix 1 - Email Classification Guide: Detailed guide for classifying different types of emails

5. Appendix 2 - Deletion Certificate Template: Template for documenting email deletion in compliance with policy

6. Appendix 3 - Legal Hold Notice Template: Standard template for implementing legal holds on emails

Authors

Alex Denne

Head of Growth (Open Source Law) @ Genie AI | 3 x UCL-Certified in Contract Law & Drafting | 4+ Years Managing 1M+ Legal Documents | Serial Founder & Legal AI Author

Linkedin in social icon imageX social icon image
alex.den.21@genieai.co
Relevant legal definitions
Email Record
Retention Period
Legal Hold
Electronic System
Personal Data
Business Record
Archival Storage
Disposal
Email Classification
Official Email Communication
Transitory Email
Electronic Archive
Data Controller
Data Processor
Litigation Hold
Email Administrator
Records Custodian
Active Email
Archived Email
Deletion Certificate
Electronic Information
Electronic Transaction
Metadata
Backup
Storage System
Confidential Information
Business Critical Email
Non-Record Email
Primary Storage
Secondary Storage
Electronic Evidence
Retention Schedule
Email Migration
Data Subject
Personal Email Use
Corporate Email System
Compliance Officer
Electronic Document Management System
Records Management
Data Protection Impact Assessment
Clauses
Purpose
Scope
Definitions
Legal Framework
Policy Statement
Email Classification
Retention Requirements
Storage and Security
Access Control
Privacy and Data Protection
Legal Hold
Backup and Recovery
Disposal and Deletion
Compliance and Audit
Roles and Responsibilities
Training and Awareness
Enforcement
Policy Review
Exception Handling
Technical Requirements
Documentation Requirements
Risk Management
Emergency Procedures
International Data Transfer
Breach Reporting
System Administration
Quality Control
Monitoring and Reporting
Relevant Industries

Financial Services

Healthcare

Legal Services

Government and Public Sector

Education

Manufacturing

Technology

Telecommunications

Professional Services

Energy and Resources

Retail and Consumer Goods

Insurance

Banking

Relevant Teams

Information Technology

Legal

Compliance

Information Security

Records Management

Human Resources

Risk Management

Internal Audit

Operations

Data Protection

Relevant Roles

Chief Information Officer

IT Director

Compliance Officer

Legal Counsel

Data Protection Officer

Records Manager

Information Security Manager

Risk Manager

IT Security Specialist

System Administrator

Compliance Analyst

HR Director

Department Managers

Chief Technology Officer

Chief Legal Officer

Audit Manager

Industries
Law No. 11 of 2008 on Electronic Information and Transactions (ITE Law): The fundamental law governing electronic transactions and information in Indonesia, including requirements for maintaining electronic records and their validity as legal evidence
Government Regulation No. 71 of 2019 on Implementation of Electronic Systems and Transactions: Provides detailed requirements for electronic system operations, including specifications for electronic data storage and management
Law No. 43 of 2009 on Archives: Establishes requirements for archiving documents, including electronic records, and sets minimum retention periods for various types of business records
Personal Data Protection Law (PDP Law) 2022: Indonesia's comprehensive data protection law that includes requirements for storing and managing personal data, including email communications containing personal information
Minister of Communication and Information Technology Regulation No. 20 of 2016: Specifies requirements for personal data protection in electronic systems, including retention and deletion requirements
Law No. 8 of 1997 on Company Documents: Establishes requirements for maintaining business documents, including correspondence, and their minimum retention periods
OJK Regulation No. 1/POJK.03/2019: For financial institutions: Specific requirements for maintaining electronic records and communications in the financial services sector
Teams

Employer, Employee, Start Date, Job Title, Department, Location, Probationary Period, Notice Period, Salary, Overtime, Vacation Pay, Statutory Holidays, Benefits, Bonus, Expenses, Working Hours, Rest Breaks,  Leaves of Absence, Confidentiality, Intellectual Property, Non-Solicitation, Non-Competition, Code of Conduct, Termination,  Severance Pay, Governing Law, Entire Agreemen

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