The Email Records Retention Policy is essential for organizations operating in the United States to maintain compliance with federal and state regulations while managing electronic communications effectively. This document becomes necessary when organizations need to establish consistent practices for email retention, ensure legal compliance, and manage storage resources efficiently. It addresses requirements under various U.S. regulations including SOX, FRCP, and industry-specific mandates, while providing clear guidelines for email retention periods, archiving procedures, and disposal protocols.
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1. Purpose and Scope: Defines the purpose of the policy and who/what it applies to
2. Definitions: Key terms used throughout the policy including types of email records, retention periods, and legal holds
3. Roles and Responsibilities: Defines who is responsible for implementing and maintaining the policy, including IT, legal, and end users
4. Retention Schedule: Specific timeframes for different types of email records and the basis for these timeframes
5. Compliance Requirements: Legal and regulatory requirements that must be followed including SOX, FRCP, HIPAA, and GLBA requirements
1. Industry-Specific Requirements: Additional requirements for specific industries such as financial services (SEC Rules), healthcare (HIPAA), or government contractors (DOD standards)
2. International Data Considerations: Requirements for handling email records subject to international regulations such as GDPR
3. Emergency Procedures: Procedures for handling email records during system emergencies or disasters
1. Retention Schedule Matrix: Detailed matrix showing different types of emails and their required retention periods
2. Legal Hold Procedures: Step-by-step procedures for implementing and managing legal holds on email records
3. Email Classification Guide: Comprehensive guide for classifying different types of emails and their retention requirements
4. Compliance Checklist: Checklist for ensuring compliance with the email retention policy
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