Skip to content

Correspondence File: Drop Electronic Emails?

Answered by: 

To comply with the regulations, we log customer's conversation in a conversation log sheet inside the credit file. This includes telephone conversation and emails printout. Is it necessary to also drop the electronic emails to the correspondence file of the customer?

There are only a few circumstances when email must be preserved and these generally apply to SOX banks and securities. All email retained must be indexed in some way for discovery, if required in court.

But I would not recommend logging emails as a log is not a complete record of the "conversation." It may later be important to know what IP address the email originated from, to review the signature, and to be able to see what was said exactly and in response to what questions. If you print them, ensure you get all the headers and all the content. Notes in the file, supported by the e-retention would be my recommendation for anything worth keeping.

First published on 2/18/13.

First published on 02/18/2013

Filed under: 
Filed under technology as: 

Banker Store View All

From training, policies, forms, and publications, to office products and occasional gifts, it’s available here:

Banker Store

hot right now

image description

Looking for effective, convenient training on a particular subject?

BOL Learning Connect offers more than 200 courses ON-DEMAND or on CD ROM from AML to Reg Z and every topic in between.

Search Topics