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The Email Records Retention Policy is essential for organizations operating in Malta to establish clear guidelines for managing email communications in compliance with both Maltese and EU law. This document becomes necessary when organizations need to standardize their approach to email retention, ensure regulatory compliance, and manage risk effectively. The policy addresses various aspects including retention periods, storage methods, and deletion procedures, while ensuring compliance with Malta's Data Protection Act, GDPR, and other relevant legislation. It provides specific guidance on handling different types of email communications, from routine correspondence to legally significant documents, and outlines roles and responsibilities for implementation. The Email Records Retention Policy is particularly crucial given the increasing importance of email as a primary business communication tool and the growing regulatory focus on data protection and privacy.

1. Purpose and Scope: Defines the objective of the policy and its application scope, including which email systems and users are covered

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

3. Legal Framework and Compliance: Overview of relevant laws and regulations that the policy addresses, including GDPR and local Maltese legislation

4. Email Classification: Categories of emails and their importance levels for retention purposes

5. Retention Periods: Specific timeframes for keeping different types of emails and the basis for these periods

6. Storage and Management: Procedures for storing and managing emails, including backup systems and archive processes

7. Deletion and Disposition: Procedures for proper deletion of emails and handling of litigation holds

8. Roles and Responsibilities: Defines who is responsible for implementing various aspects of the policy

9. Compliance and Monitoring: Procedures for ensuring adherence to the policy and regular audits

10. Policy Review and Updates: Process for periodic review and updating of the policy