This webinar addresses how a cloud email archiving solution can help you formulate a sound retention policy, protect all your email data and keep you away from the stinging costs of data breach.

1. Email retention regulations in India, how to ensure business
compliance and cut costs with cloud email archiving
SAKET AGRAWAL
Account Manager - Enterprise Solutions
Mithi Software Technologies.
FEB 27 2019
3:00PM - 3:30PM IST

2. In this webinar we shall highlight the
various regulations in India that require
long term retention of email data

3. In addition,
we shall address the
benefits of setting
a sound retention
policy in order to
protect email data

4. POLL
Does your organisation need to comply with any email
retention regulations?
Yes
No
Unsure

5. So what is email retention?

6. Email retention involves

7. Email retention involves
the storing of historical email
in a logical manner

8. Email retention involves
the storing of historical email
in a logical manner
for a specified period of time,
with on-demand retrieval
& recovery.

9. An email Retention Policy
defines aspects such as
employee email storage,
usage, retrieval of
ex-employee email data
& deletion of the same.

10. Let's have a look at some
Indian Regulations
requiring such retention

11. #1 SEBI
Securities and Exchange Board of India
SEBI regulations mandate the systematic categorization, review,
and retention of all important business documents for 5 years in
company systems, and thereafter archiving it for another 3 years.
These regulations are applicable to banks, nbfcs, trading
companies, and financial organizations in India.

12. #2 IT ACT 2000/8
This act with a further amendment in 2008 states that the use of
electronic records including email as evidence is permitted
under the Indian Evidence Act, 1872, the Civil Procedure Code
and the Criminal Procedure Code.
This is a generic law applicable to all organisations with an IT
infrastructure.

13. #3 IRDAI
Insurance regulatory and Development authority of India
As per the guideline of information and cyber security for
insurers, electronic maintenance of core business records
shall be hosted within India, with the data retention and
destruction schedules to be defined by the organization.
The company should audit this practice, wherever applicable.

14. #4 GDPR
General Data Protection Regulation
Established on May 25, 2018, this regulation requires that the data
should be processed and controlled only with the consent of the data
subjects. It also requires that the data should be deleted securely once
its life has maxed out.
Emails often contain personal data – and that means organizations must
manage backup and archived copies of the emails very meticulously.

15. #5 (Draft) DATA PROTECTION BILL, 2018
This bill mandates that any entity processing personal
data shall ensure the storage, on a server or data centre
located in India.
The Central Government shall notify categories of
personal data as critical personal data.

16. #6 HIPAA | HITECH
Health Insurance Portability and Accountability Act
This act sets out guidelines for protecting patients’ personal health
information as it is used, stored & shared. With the rise of email as a primary
communication medium in the healthcare industry, HIPAA requirements for
email stipulate that protected information must be encrypted.
The retention period of medical records depends on the medical laws in a
particular U.S state. Business Associates must comply with those guidelines
as well.

17. #7 MHRA UK
Medicines and Healthcare products Regulatory Agency
Under this law, organisations are required to maintain the
collection of essential documents that facilitates the conduct
and management of the clinical trial.
The regulation does not differentiate between paper and
electronic records. This law regulates medicines, medical
devices and blood components for transfusion in the UK

18. So a common thread with all these laws is a
mandate to maintain electronic records of
communication, critical transactions and
operations for an extended period of time.
The same to be discoverable and
recoverable on demand.

19. POLL
Which of these regulations apply to your company?
SEBI
IT ACT 2000/8
IRDAI
GDPR
HIPAA/HITECH

20. Besides compliances
here are some Other
Benefits Of Setting
An Email Retention
Policy

21. INTELLECTUAL PROPERTY RIGHTS PROTECTION
Email retention can protect valuable
insights into finances, business plans and
product details from being stolen, in case
of email server hacks.
A tamper proof cloud archiving solution
can help achieve just that!

22. PROTECTION AGAINST CYBER THREATS
In case a cyber attack wipes out your PC,
a retention policy can help safely recover
your mail as it systematically maintains all
the emails on a cloud archiving system as
a backup.

23. LITIGATION AND EDISCOVERY SUPPORT
In case of a lawsuit, email retention
can help lawyers quickly retrieve old
mails in an organised manner using
eDiscovery.

24. INTERNAL DISPUTE SETTLEMENTS
Disputes are opportunities
In case of disputes like stakeholder
mapping, project management and
delivery…
…archived emails can help in
reviewing the commitments and
conversations to discover the truth
and improve efficiencies

25. ORGANIZATIONAL COMPETENCE
Organizational Competence is built over
discussions, information & plans spanning long
periods of time requiring huge efforts.
Much of this is captured in the daily exchange
of email.
Email retention ensures that the entire
knowledge repository is secure and easily
accessible.

26. We can therefore see that apart from
archiving emails to remain compliant
with regulations, a retention policy can
also benefit an organisation through
numerous other ways.

27. ABOUT VAULTASTIC
Rapid Adoption of the cloud based services
• Vaultastic storage grows at 3GB/sec.
• Mithi cloud transacts 2 million +mails daily
• Currently managing over 25TB of archived email.
( All these emails are indexed, online & search ready. )
• Receive index & store about 400,000 mails a day

28. Vaultastic Customer

29. Partners

30. Awards & Recognitions

31. Certifications, Compliances & Credentials

32. UNLIMITED Q & A
Alright, Lets talk until you run out
of questions...SHOOT !

33. for attending this webinar
Drop in your queries at
sales@vaultastic.com
For more info contact
www.vaultastic.com