Page 55 - Ipsos

Information Classification: Internal Use
Ipsos Book of Policies & Procedures

6.2 E-Mail data and account Retention Policy

6.2.1 Records, Financial Records, Legal Records and Vital Records retention

In respect to e-mail, it is the obligation of every Ipsos staff to insure that Records, Financial
Records, Legal Records and Vital Records that are included in e-mails be stored in the
appropriate systems and not inside of the Ipsos e-mail system. The Ipsos e-mail system is for
transitory, not permanent storage of data.
6.2.2 E-Mail data and account retention

Ipsos is required to define how long e-mail data should be kept for, and arrange secure disposal
of data once that specified time has passed. We are required to do this for a number of
reasons, including:
 To ensure we comply with legal, regulatory and contractual obligations.
 To ensure we comply with the assurances we give to individuals and organizations that
participate in our surveys.
 To assist in the efficient and effective management of information, much of which is of
little or no value in the long term.
 To reduce the legal, financial and reputational risk to the business that can result from
the retention and subsequent loss of sensitive or personal information.
 To assist in controlling the cost of storing and archiving e-mail data unnecessarily.

The table below sets out the retention policy requirements for e-mail data and account retention
that apply to all Ipsos companies, WSBLs and corporate functions.

Note: Retention periods are:
1. E-mail data - from the received/sent date of the e-mail

2. E-mail Account – from the users official last day of work

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