If you send an e-mail (like this one) via OUTLOOK
Select properties, Sensitivity set to "Private", Importance "Low" (Like this
one)
C
-----Original Message-----
From: [log in to unmask]
Sent: 23 November 2001 12:36
To: [log in to unmask]
Subject: Re: Emails and SAR
Hayley, good one for a Friday.
The ultimate question is how you tell what is private and what is not. We
allow limited personal use of email. However, when we prepared our email
policy we discussed using say 'Personal' in the subject line to identify
them, but this would just give a back door for employees to avoid email
scanning for inappropriate content. The organisation is still responsible
for all emails sent anyway. Our guidelines also state that personal
information shouldn't be included. If there is no way to separate personal
emails automatically then it would have to be done manually.
Anyway where is the line drawn? Say the first half discussed business then
there were a few comments about a workmate or the local team. If you search
your email system for 'Allan Yuill', how do you know you've got the right
'Allan Yuill'. Does the name identify you uniquely? ...and what about Alan
Yule, Yuille and other variations?
The only way I see to approach this is to assess each email found
individually (Argh!).
* Are you SURE that it relates to the data subject?
* Are you SURE that it is business related?
It may be that this reveals relevant conversation 'threads' which will allow
you to narrow down the emails that you need to look at.
* Finally, have you removed third part references if appropriate?
If you are left with any emails after that then you can respond to the SAR.
;-}
Anyway that's how I'd do it!
Allan
-----Original Message-----
From: Hayley Goodson [mailto:[log in to unmask]]
Sent: Thursday, 22 November 2001 11:19
To: [log in to unmask]
Subject: Emails and SAR
This is my first posting so please bear with me.
My organisation does not prohibit the use of business e-mail addresses for
personal use although the Internet guidelines do give advice on Data
Protection and putting personal information in emails. We now have a
situation where an individual is making a SAR specifically to obtain access
to emails in which he believes he has been defamed by members of my
organisation's staff. If the emails were written in a personal capacity
(though using a business email address), do they still form part of the
SAR. What about the Human Rights Act and the employees privacy.
Any thoughts would be grately appreciated.
Hayley Goodson
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