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Email Archive Policy

Email Archive Policy Template for Saudi Arabia

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Key Requirements PROMPT example:

Email Archive Policy

"I need an Email Archive Policy for my multinational financial services company operating in Saudi Arabia, which must comply with both local regulations and international banking standards, with implementation planned for March 2025."

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Document background
The Email Archive Policy is essential for organizations operating in Saudi Arabia to establish standardized procedures for email retention and management while ensuring compliance with local regulations. This document becomes necessary when organizations need to systematically manage their email communications, maintain records for legal and operational purposes, and ensure compliance with Saudi Arabian laws including the Anti-Cyber Crime Law, Electronic Transactions Law, and Personal Data Protection Law. The policy includes comprehensive guidelines on email retention periods, storage requirements, security measures, access controls, and disposal procedures. It serves as a crucial tool for maintaining data integrity, ensuring legal compliance, and facilitating efficient email management across the organization.
Suggested Sections

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

2. Definitions: Defines key terms used throughout the policy including technical terms and role descriptions

3. Legal Framework: Outlines the applicable laws and regulations in Saudi Arabia that govern email archiving

4. Roles and Responsibilities: Defines the roles and responsibilities of different stakeholders in managing email archives

5. Archiving Requirements: Specifies what emails must be archived, retention periods, and storage requirements

6. Technical Requirements: Defines technical specifications for the email archiving system

7. Security and Access Control: Outlines security measures and access rights for archived emails

8. Retention and Deletion: Specifies retention periods and procedures for deletion of archived emails

9. Compliance and Monitoring: Details compliance requirements and monitoring procedures

10. User Guidelines: Provides guidelines for end users regarding email archiving practices

Optional Sections

1. Disaster Recovery: Details disaster recovery procedures for archived emails - include if organization handles critical communications

2. International Data Transfer: Procedures for international email archive transfers - include if organization operates internationally

3. Litigation Hold Procedures: Specific procedures for preserving emails during legal proceedings - include if organization frequently deals with litigation

4. Email Classification: Guidelines for classifying emails by sensitivity - include if organization handles sensitive information

5. Cost Allocation: Details about cost allocation for archiving services - include if different departments share archiving costs

Suggested Schedules

1. Technical Specifications: Detailed technical specifications of the email archiving system

2. Retention Schedule: Detailed schedule of retention periods for different types of emails

3. Access Rights Matrix: Matrix defining access rights for different roles and departments

4. Compliance Checklist: Checklist for ensuring compliance with legal and regulatory requirements

5. System Maintenance Schedule: Schedule for regular maintenance and updates of the archiving system

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

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alex.den.21@genieai.co
Relevant legal definitions
Archived Email
Archive Period
Active Email
Access Controls
Administrator
Authorized Personnel
Backup
Business Records
Classification Level
Compliance Officer
Data Controller
Data Processor
Deletion
Discovery Request
Email System
Electronic Communication
Email Metadata
Email Storage
End User
Encryption
Legal Hold
Litigation Hold
Mailbox
Personal Data
Primary Storage
Retention Period
Secondary Storage
Sensitive Information
Storage Location
System Administrator
Technical Standards
User Authentication
Archive Administrator
Backup System
Chain of Custody
Compliance Requirements
Data Classification
Data Protection Officer
Digital Signature
Document Owner
Email Migration
Export Control
Information Owner
Journal Archive
Legal Department
Metadata
Network Administrator
Personal Information
Records Management
Security Breach
Storage Media
System Log
Clauses
Purpose and Scope
Data Protection
Retention Period
Access Control
Security Measures
User Responsibilities
Compliance Requirements
Technical Requirements
Storage Management
Email Classification
Records Management
Legal Hold
Audit and Monitoring
Disaster Recovery
Privacy Protection
System Administration
Data Backup
Search and Retrieval
Data Disposal
Export Control
International Transfer
Breach Notification
Cost Allocation
Training Requirements
Policy Enforcement
Amendment Procedures
Compliance Reporting
Risk Management
Quality Control
System Maintenance
Relevant Industries

Financial Services

Healthcare

Government

Education

Professional Services

Manufacturing

Retail

Technology

Telecommunications

Energy

Construction

Legal Services

Transportation

Real Estate

Media and Entertainment

Relevant Teams

Information Technology

Legal

Compliance

Risk Management

Information Security

Records Management

Corporate Governance

Human Resources

Operations

Data Protection

Internal Audit

Relevant Roles

Chief Information Officer

IT Director

Compliance Manager

Legal Counsel

Data Protection Officer

IT Security Manager

Records Manager

Systems Administrator

Information Security Analyst

Risk Manager

Chief Technology Officer

Compliance Officer

IT Operations Manager

Chief Legal Officer

Corporate Secretary

Industries
Anti-Cyber Crime Law (Royal Decree No. M/17): Addresses cybersecurity requirements and penalties for unauthorized access to electronic data, including stored emails and communication systems
Electronic Transactions Law (Royal Decree No. M/18): Governs electronic transactions and records, including requirements for the validity and authenticity of electronic communications
Cloud Computing Regulatory Framework (CCRF): Regulates cloud services and data storage, relevant if email archives are stored in cloud systems
Personal Data Protection Law (PDPL): Regulates the collection, processing, and storage of personal data, including email content containing personal information
Saudi Labor Law (Royal Decree No. M/51): Contains provisions relevant to employee monitoring and communication records in the workplace
Essential Cybersecurity Controls (ECC-1: 2018): Mandates security requirements for organizations, including requirements for protecting electronic communications and stored data
National Data Governance Regulations: Provides framework for data classification, storage, and processing within Saudi Arabia, affecting email archive management
Law of Evidence (Royal Decree No. M/28): Governs the admissibility of electronic records as evidence, including archived emails
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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