The Email Archive Policy serves as a crucial governance document for organizations operating in Qatar, establishing standardized procedures for the retention and management of electronic communications. This policy becomes necessary as organizations face increasing regulatory scrutiny under Qatar's data protection framework, including Law No. 13 of 2016 and the Cybercrime Prevention Law. The policy addresses key aspects such as retention periods, security measures, access controls, and compliance requirements, while considering specific industry regulations and Qatar's legal framework. It is particularly important for organizations handling sensitive information, operating in regulated industries, or subject to specific record-keeping requirements under Qatar law. The Email Archive Policy helps organizations demonstrate compliance with legal obligations while maintaining efficient email management practices.
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1. Purpose and Scope: Defines the objectives of the policy and its application scope within the organization
2. Definitions: Clear definitions of technical terms, types of email records, and key concepts used throughout the policy
3. Roles and Responsibilities: Outlines the responsibilities of different stakeholders (IT department, employees, management) in implementing the policy
4. Legal and Regulatory Framework: References to relevant Qatar laws and regulations governing email retention and data protection
5. Email Retention Requirements: Specifies retention periods for different categories of emails and basis for classification
6. Storage and Security Requirements: Details the technical requirements for secure email storage and protection
7. Access Control and Authentication: Procedures for accessing archived emails and authentication requirements
8. Email Management Procedures: Day-to-day procedures for managing, categorizing, and archiving emails
9. Compliance and Monitoring: Procedures for ensuring compliance with the policy and monitoring implementation
10. Policy Violations and Consequences: Details of what constitutes violations and resulting disciplinary actions
11. Review and Updates: Process for periodic review and updating of the policy
1. International Data Transfer: Required if the organization transfers emails across borders or uses international cloud services
2. Industry-Specific Requirements: Needed for organizations in regulated industries like financial services or healthcare
3. Integration with Other Systems: Details integration with document management systems or other IT infrastructure
4. Employee Monitoring Policy: Required if the organization monitors employee email usage
5. Disaster Recovery Procedures: Detailed procedures for backup and recovery of archived emails
6. Legal Hold Procedures: Procedures for implementing legal holds on emails for litigation purposes
1. Appendix A: Email Retention Schedule: Detailed matrix of email categories and their retention periods
2. Appendix B: Technical Specifications: Technical details of the email archiving system and configuration requirements
3. Appendix C: User Guidelines: Step-by-step guidelines for employees on email management and archiving
4. Appendix D: Compliance Checklist: Checklist for regular compliance monitoring and auditing
5. Appendix E: Forms and Templates: Standard forms for requesting access to archived emails, reporting violations, etc.
6. Appendix F: System Access Procedures: Detailed procedures for requesting and managing access to the email archive system
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