Records: Electronic E-mail Retention Requirements

Q

Quality-1

#1
Hi:

We are a Sales Company and we are involved in Order Processing for Auto Industry. Our IS (Inside Sales) and OS (Outside Sales) frequently exchange emails about variety of business issues. If a IS/OS is terminated, how long are we suppose to maintain record for that person's email?

Thanks
 
Elsmar Forum Sponsor
#2
Quality-1 said:
Hi:

We are a Sales Company and we are involved in Order Processing for Auto Industry. Our IS (Inside Sales) and OS (Outside Sales) frequently exchange emails about variety of business issues. If a IS/OS is terminated, how long are we suppose to maintain record for that person's email?

Thanks
That depends. If the email could be considered part of the "product record", then you would treat it like any other record of that type. The requirement would undoubtedly come from your customer's requirement. For example, Ford:

PPAP, tooling, PO etc, are for the active production and service life of the part, plus one year. Management review is for three years.

So the bottom line is this: What kind of emails are they? Do you have any customer required record retention times?

Hope that helps.
 
Q

Quality-1

#3
db said:
That depends. If the email could be considered part of the "product record", then you would treat it like any other record of that type. The requirement would undoubtedly come from your customer's requirement. For example, Ford:

PPAP, tooling, PO etc, are for the active production and service life of the part, plus one year. Management review is for three years.

So the bottom line is this: What kind of emails are they? Do you have any customer required record retention times?

Hope that helps.

Thank you for your explanation.
The email conversation sometimes might have information about Push out or Pull in delivery dates from the customers.
 
Thread starter Similar threads Forum Replies Date
D Question on electronic signatures and initials on batch records ISO 13485:2016 - Medical Device Quality Management Systems 4
M Correcting Electronic QMS Records AS9100, IAQG, NADCAP and Aerospace related Standards and Requirements 4
qualprod From paper to Electronic (records) in the QMS ISO 9000, ISO 9001, and ISO 9004 Quality Management Systems Standards 8
J Integrity of electronic digital records - Medical Devices ISO 13485:2016 - Medical Device Quality Management Systems 4
M Informational USFDA – Radiological Health Regulations; Amendments to Records and Reports for Radiation Emitting Electronic Products; Amendments to Performance Stand Medical Device and FDA Regulations and Standards News 0
I GMP 21 CFR Part 11 Electronic Records Compliance Project Help Qualification and Validation (including 21 CFR Part 11) 9
R Electronic (Online Database) Calibration Records General Measurement Device and Calibration Topics 4
M Control of email (and other electronic media) as Records - 4.2.4 Records and Data - Quality, Legal and Other Evidence 10
A Electronic Maintenance Records stored in a machine ISO 9000, ISO 9001, and ISO 9004 Quality Management Systems Standards 7
Q Is Handwritten Raw Data required to keep with Electronic Records? 21 CFR Part 820 - US FDA Quality System Regulations (QSR) 5
D 21 CFR 11 Tools Validation - Electronic Document and Records Control Qualification and Validation (including 21 CFR Part 11) 5
N Converting Paper Records to Electronic Format Records Document Control Systems, Procedures, Forms and Templates 6
B How to implement 4.2.4 - Disposition of Records in Electronic Files ISO 9000, ISO 9001, and ISO 9004 Quality Management Systems Standards 2
P Electronic Record Control (Specifically editable records not fixed documents!) ISO 9000, ISO 9001, and ISO 9004 Quality Management Systems Standards 7
S Requirements for keeping Records in Electronic Format Records and Data - Quality, Legal and Other Evidence 15
V 21 CFR Part 11 Electronic Data Storage Requirements vs. Paper Records Qualification and Validation (including 21 CFR Part 11) 2
D Transferring Paper Records to Electronic Record Archival Records and Data - Quality, Legal and Other Evidence 4
J How to Link Electronic Records (510k Documents) to Handwritten Signature Other Medical Device Regulations World-Wide 16
T Electronic Records and Software Development ISO 13485:2016 - Medical Device Quality Management Systems 7
C Paperless Electronic Documents and Records - Softcopy to Electronic Document Control Systems, Procedures, Forms and Templates 8
K Paperless Electronic Records in a Machine Shop Records and Data - Quality, Legal and Other Evidence 8
Ron Rompen Computerized Electronic Signatures on Inspection Records Records and Data - Quality, Legal and Other Evidence 8
M FMEA Interface Matrix - Analyzing risks of electronic health records system FMEA and Control Plans 4
M Risk Management Standards - Hospital Information System (electronic health records) Hospitals, Clinics & other Health Care Providers 4
M Electronic Medical Records (EMR) strategy Software Quality Assurance 1
J Protocol to validate the use of Electronic Records like DHRs, NCMRs, Validations ISO 13485:2016 - Medical Device Quality Management Systems 3
K Application of Electronic Records & Signatures in Calibration Management Software Document Control Systems, Procedures, Forms and Templates 0
I Electronic Training Records which show Evidence that People have been Trained Records and Data - Quality, Legal and Other Evidence 29
E Electronic Records Transmission to Customers Records and Data - Quality, Legal and Other Evidence 8
Crusader Preventive Maintenance - Electronic Records Deleted/Erased OR Are Records Required? Records and Data - Quality, Legal and Other Evidence 62
M How to Control Electronic Records Records and Data - Quality, Legal and Other Evidence 5
D FDA Compliant Electronic Records - Requirements, definitions, maintenance and archive Qualification and Validation (including 21 CFR Part 11) 2
A Traceability - No traceability records back to the supplier - Electronic Components Records and Data - Quality, Legal and Other Evidence 5
D ISO 13485 - Part 11: Electronic Records - Small Biotech Company - What is required? 21 CFR Part 820 - US FDA Quality System Regulations (QSR) 6
J Hardcopy vs. Electronic Training Records - Eliminating Hardcopy Records Records and Data - Quality, Legal and Other Evidence 13
J Electronic Document and Records Control Software Records and Data - Quality, Legal and Other Evidence 28
Marc Electronic Records and Signatures - 21 CFR Part 11 Records and Data - Quality, Legal and Other Evidence 3
D Inspection and Test Records - Question on electronic retention Inspection, Prints (Drawings), Testing, Sampling and Related Topics 5
A Electronic Records for FDA - Canned computer program for our Corrective Action system Records and Data - Quality, Legal and Other Evidence 3
M Paperless Electronic Document and Records Systems Software Records and Data - Quality, Legal and Other Evidence 19
S Design & Development records for Medical Devices Packaging and Labelling ISO 13485:2016 - Medical Device Quality Management Systems 8
M Do employee training records need to be controlled documents? AS9100, IAQG, NADCAP and Aerospace related Standards and Requirements 4
T Training Records - assembly line staff ISO 13485:2016 - Medical Device Quality Management Systems 20
S 7.1.5.2.1 Calibration/Verification Records IATF 16949 - Automotive Quality Systems Standard 6
D Do employee training records need to be centralized? IATF 16949 - Automotive Quality Systems Standard 10
J IATF 16949 Calibration/Verification records question ISO 26262 - Road vehicles – Functional safety 6
G Does FDA allows remote approvals of quality documentation. Is there any specific guidance on signing any quality records remotely? Document Control Systems, Procedures, Forms and Templates 1
chris1price Archiving of paper records - ISO 9001 7.5.3.1b Records and Data - Quality, Legal and Other Evidence 4
J Incoming Inspection Records using Excel File ISO 13485:2016 - Medical Device Quality Management Systems 2
E Calibration Records needed ISO 9000, ISO 9001, and ISO 9004 Quality Management Systems Standards 1

Similar threads

Top Bottom