The Email Records Retention Policy is essential for organizations operating in Qatar to establish systematic approaches to email management while ensuring compliance with local regulations. This document becomes necessary when organizations need to standardize their email retention practices, protect sensitive information, and meet legal obligations under Qatar's data protection framework. The policy addresses key aspects including retention periods, storage requirements, security measures, and compliance procedures, while considering Qatar's specific regulatory requirements such as Law No. 13 of 2016 and cybersecurity regulations. It serves as a crucial tool for risk management, legal compliance, and operational efficiency, particularly important given Qatar's increasing focus on digital transformation and data protection.
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1. Purpose and Scope: Defines the purpose of the policy and its application scope within the organization
2. Definitions: Defines key terms including types of email records, retention periods, and roles
3. Legal Framework: References to Qatar laws and regulations governing email retention
4. Roles and Responsibilities: Defines responsibilities of employees, IT department, legal team, and management
5. Email Classification: Categories of emails and their retention requirements
6. Retention Periods: Specific retention timeframes for different types of emails
7. Storage and Security: Requirements for secure storage and protection of email records
8. Deletion and Disposition: Procedures for proper deletion and disposition of emails
9. Legal Hold Procedures: Process for implementing and managing legal holds
10. Compliance and Monitoring: Procedures for ensuring compliance with the policy
11. Policy Violations: Consequences of non-compliance and violation reporting procedures
1. International Data Transfer: Required for organizations transferring emails outside Qatar
2. Industry-Specific Requirements: Additional requirements for regulated industries (banking, healthcare)
3. Privacy Impact Assessment: Required for organizations processing sensitive personal data
4. Remote Work Considerations: Specific guidelines for managing email retention in remote work settings
5. Mobile Device Management: Guidelines for email retention on mobile devices
1. Schedule A - Retention Period Matrix: Detailed matrix of email categories and their retention periods
2. Schedule B - Technical Requirements: Technical specifications for email storage and archiving systems
3. Schedule C - Compliance Checklist: Checklist for regular compliance monitoring
4. Schedule D - Forms and Templates: Standard forms for legal holds, deletion requests, and compliance reports
5. Appendix 1 - Email Classification Guide: Detailed guide for classifying different types of emails
6. Appendix 2 - Procedure Flowcharts: Visual representations of key procedures
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