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
 
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#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.
 
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