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The Email Archive Policy is essential for organizations operating in the Netherlands to ensure compliance with both Dutch national laws and EU regulations regarding electronic communications storage and data protection. This document becomes necessary when organizations need to establish systematic approaches to email retention, particularly in light of the 7-year retention requirement under Dutch Civil Code and GDPR compliance obligations. The policy provides comprehensive guidance on email classification, storage, retention periods, security measures, and deletion procedures, while accounting for specific Dutch legal requirements such as the Telecommunications Act and Archives Act. It should be implemented alongside other information governance policies and reviewed regularly to ensure continued compliance with evolving legal requirements and technological changes.

1. Purpose and Scope: Defines the objectives of the policy and its application scope within the organization

2. Definitions: Defines key terms used throughout the policy including types of emails, archive categories, and retention periods

3. Legal Framework: Outlines the relevant laws and regulations the policy complies with, including GDPR and Dutch retention requirements

4. Roles and Responsibilities: Defines who is responsible for email archiving, monitoring, and compliance

5. Email Retention Requirements: Specifies mandatory retention periods for different types of emails and basis for classification

6. Archive Management: Details how emails should be stored, organized, and maintained in the archive system

7. Security and Access Control: Specifies security measures and access rights for archived emails

8. Privacy and Data Protection: Outlines measures for protecting personal data in accordance with GDPR

9. Deletion and Disposal: Procedures for secure deletion of emails after retention period expires

10. Compliance and Monitoring: Describes how compliance with the policy will be monitored and enforced

11. Policy Review and Updates: Specifies frequency and process for reviewing and updating the policy