EMAIL ARCHIVAL POLICY AND GUIDELINES
Prepared by: - Information Systems HCL Comnet Limited
HCL Comnet Limited QUALITY SYSTEM REFRENCE POLICY Doc No: Rev No.: 1 Email Archival Policy and Guidelines Date: 4 Jul 11 Page: 2 of 5
Table of Contents
OBJECTIVE:------4
SCOPE:------4
FREQUENCY OF MAIL ARCHIVAL:------4
ARCHIVAL RETENTION:------5
AVAILABILITY OF ARCHIVED EMAILS:------5
RETRIEVAL OF ARCHIVED EMAILS:------6
Page 2 of 5 HCL Comnet Limited QUALITY SYSTEM REFRENCE POLICY Doc No: Rev No.: 1 Email Archival Policy and Guidelines Date: 4 Jul 11 Page: 3 of 5
OBJECTIVE:
Users download their emails to PSTs to maintain space in their mailboxes and offline access. After mails are downloaded to PST, it is removed from mail servers. Therefore in case of employee laptop / desktop failure / theft, employee resignation, these mails are not available with HCL.
Since Emails are now treated as legal documents, so it becomes essential for an organization to have availability of such emails, whenever it is required for any legal compliance and litigation, mails should be searched and presented. In current practice, we are not archiving emails, therefore to meet above legal requirements we have deployed email archival tool.
As an Industry best practice and our InfoSec recommendation, mails should be archived and stored in central repository for 7 years in a non-editable format with audit logs enabled. Such mails should be indexed and available via search.
SCOPE:
All users having their mailboxes on exchange servers hosted at GEO locations, E4 and above having mailboxes in ISD and Tech in India. This will also include users from BPO, IBS and AXON for mail archival if they are falling under this scope. Frequency of Mail Archival:
1. All mails of users covered under mail archival service, will be archived on real time basis, irrespective of mails origin and destination. A copy of all mails originating / landing in mailbox will be sent to journal mailbox which will be archived on real time basis in read only mode.
Page 3 of 5 HCL Comnet Limited QUALITY SYSTEM REFRENCE POLICY Doc No: Rev No.: 1 Email Archival Policy and Guidelines Date: 4 Jul 11 Page: 4 of 5
Archival Retention:
1. All the mails will be archived for the period of 7 Years.
2. All the emails will be archived at the Noida location for India users and at USA for GEO users.
Availability of Archived Emails:
System is configured to keep all archived emails for 7 years from date of archive; during this period archived mails cannot be deleted from system. Mails will be purged out of system automatically once retention period expires. Retrieval of any expired email will not be possible.
Retrieval of archived emails:
1. Access to archived emails is restricted and none of users are authorized to access such emails to ensure integrity and confidentiality of emails.
2. Access to such emails will be available only for legal and compliance related issues via two layers of approval, using compliance client software.
3. Flow to extract data from archives:
Page 4 of 5 HCL Comnet Limited QUALITY SYSTEM REFRENCE POLICY Doc No: Rev No.: 1 Email Archival Policy and Guidelines Date: 4 Jul 11 Page: 5 of 5
User needs archived mails data
User take approval from his HOD, CFO and HR Head NO
Approved Request
yes
User to open remedy ticket with above mentioned approvals attached
Remedy Ticket assigned to DCOPS Support
Support engineer takes approval from IT Head
yes
No Engineer will work on ticket & extract the required data
Remedy ticket closed with aaprpriate resolution comments
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