tiktok³ÉÈË°æ

All Countries
Compliance
Email Archive Policy

Email Archive Policy Template for Malaysia

Create a bespoke document in minutes,  or upload and review your own.

4.6 / 5
4.8 / 5

Let's create your Email Archive Policy

Thank you! Your submission has been received!
Oops! Something went wrong while submitting the form.

Get your first 2 documents free

Your data doesn't train Genie's AI

You keep IP ownership of your information

Key Requirements PROMPT example:

Email Archive Policy

"I need an Email Archive Policy for a Malaysian healthcare provider with 500+ employees, ensuring compliance with healthcare data regulations and implementing strict retention periods of 7 years for patient-related emails."

Celebrated by
Collaborations with
Investors
Document background
The Email Archive Policy is essential for organizations operating in Malaysia to establish standardized procedures for managing email communications in compliance with local regulations. This document becomes necessary as organizations face increasing regulatory scrutiny, legal requirements for record-keeping, and data protection obligations under Malaysian law, particularly the Personal Data Protection Act 2010. The policy addresses critical aspects such as retention periods, storage requirements, security measures, and access controls, while ensuring compliance with Malaysian legislation regarding electronic communications and records management. It serves as a crucial tool for risk management, legal compliance, and operational efficiency, particularly important in the context of Malaysian business operations where proper documentation and data protection are paramount.
Suggested Sections

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

2. Definitions: Clear definitions of technical terms, roles, and concepts used throughout the policy

3. Legal Framework and Compliance: Overview of relevant Malaysian laws and regulations that the policy addresses

4. Roles and Responsibilities: Defines who is responsible for various aspects of email archiving, including IT staff, employees, and management

5. Email Retention Requirements: Specifies mandatory retention periods for different types of emails and basis for retention

6. Archiving Procedures: Details the technical process of archiving emails, including automation and manual procedures

7. Security and Access Controls: Specifies security measures for archived emails and access permission levels

8. Search and Retrieval: Procedures for searching and retrieving archived emails

9. Deletion and Disposal: Procedures for secure deletion of emails after retention period expires

10. Policy Compliance and Enforcement: Consequences of non-compliance and enforcement procedures

11. Review and Updates: Process for regular review and updating of the policy

Optional Sections

1. Business Continuity and Disaster Recovery: Procedures for ensuring email archive availability during system failures or disasters - required for organizations with strict uptime requirements

2. Legal Hold Procedures: Specific procedures for preserving emails subject to legal proceedings or investigations - necessary for organizations with frequent legal requirements

3. Industry-Specific Requirements: Additional requirements for specific industries (e.g., financial services, healthcare) - needed for regulated industries

4. International Data Transfer: Procedures for handling archived emails that may be transferred internationally - necessary for organizations with international operations

5. Email Classification: Guidelines for classifying emails by importance or sensitivity - useful for organizations handling sensitive information

6. Storage Optimization: Procedures for managing storage space and costs - relevant for organizations with large email volumes

Suggested Schedules

1. Technical Specifications: Detailed technical requirements for the email archiving system, including storage requirements and supported formats

2. Retention Schedule: Detailed retention periods for different categories of emails and business records

3. Access Control Matrix: Detailed matrix showing access permissions for different roles and departments

4. System Architecture: Technical diagram and description of the email archiving system architecture

5. Audit Procedures: Detailed procedures for conducting regular audits of the email archiving system

6. Forms and Templates: Standard forms for requesting archive access, deletion requests, and other related procedures

Authors

Alex Denne

Head of Growth (Open Source Law) @ tiktok³ÉÈË°æ | 3 x UCL-Certified in Contract Law & Drafting | 4+ Years Managing 1M+ Legal Documents | Serial Founder & Legal AI Author

alex.den.21@genieai.co
Relevant legal definitions


























Clauses




















Relevant Industries

Financial Services

Healthcare

Legal Services

Government

Education

Manufacturing

Technology

Telecommunications

Professional Services

Retail

Energy

Construction

Transportation

Media and Entertainment

Relevant Teams

Information Technology

Legal

Compliance

Human Resources

Information Security

Risk Management

Operations

Internal Audit

Records Management

Executive Leadership

Administrative Support

Relevant Roles

Chief Information Officer

IT Director

Compliance Officer

Legal Counsel

Data Protection Officer

IT Manager

Systems Administrator

Records Manager

Information Security Manager

Risk Manager

HR Director

Department Managers

Executive Officers

Audit Manager

Operations Manager

Industries








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

Find the exact document you need

Email Archive Policy

A Malaysian-compliant policy document establishing guidelines for email archiving, retention, and management within an organization.

find out more

Audit Log Retention Policy

A comprehensive audit log retention policy aligned with Malaysian legal requirements and industry best practices for managing electronic records and audit trails.

find out more

Download our whitepaper on the future of AI in Legal

By providing your email address you are consenting to our Privacy Notice.
Thank you for downloading our whitepaper. This should arrive in your inbox shortly. In the meantime, why not jump straight to a section that interests you here: /our-research
Oops! Something went wrong while submitting the form.

³Ò±ð²Ô¾±±ð’s Security Promise

Genie is the safest place to draft. Here’s how we prioritise your privacy and security.

Your documents are private:

We do not train on your data; ³Ò±ð²Ô¾±±ð’s AI improves independently

All data stored on Genie is private to your organisation

Your documents are protected:

Your documents are protected by ultra-secure 256-bit encryption

Our bank-grade security infrastructure undergoes regular external audits

We are ISO27001 certified, so your data is secure

Organizational security

You retain IP ownership of your documents

You have full control over your data and who gets to see it

Innovation in privacy:

Genie partnered with the Computational Privacy Department at Imperial College London

Together, we ran a £1 million research project on privacy and anonymity in legal contracts

Want to know more?

Visit our for more details and real-time security updates.

Read our Privacy Policy.