Document background
The Email Records Retention Policy is a crucial governance document for organizations operating in Canada, designed to ensure compliance with federal and provincial regulations while maintaining efficient email management practices. This policy becomes necessary when organizations need to standardize their approach to email retention, particularly in light of requirements under PIPEDA, CASL, and various provincial privacy laws. It provides comprehensive guidance on how long to retain different categories of email records, methods of storage and disposal, and procedures for legal holds. The policy is especially critical given the increasing reliance on electronic communication and the need to maintain records for legal, regulatory, and operational purposes while protecting sensitive information. Implementation of this policy helps organizations demonstrate due diligence in records management and supports compliance with Canadian data protection and privacy requirements.
