On 25 June 2002 at 13:41 Ian G Dean said:-
"Guidance from the IC says that there is no requirement to search every
email on
the system looking for any emails pertaining to the subject as this would be
'disproportionate effort' however we are required to look where we would
reasonably expect there to be emails about the individual."
Many e-mail programs provide a search facility for e-mails stored in a
particular mailbox.
A keyword search of any individual mailbox can be achieved quickly, without
actually viewing the contents of all e-mails, which would protect the
privacy of the individual somewhat.
A program was under development by a company called IBSL Technologies
(http://www.ibsltech.co.uk/securitycentre.htm) called 'Investigator', as
part of their 'Security Centre' product range, which would allow an
organisation to search all e-mails (including content) across a network on a
keyword search. Like all of this technology the proper use of that program
will be based on its configuration and organisational rules.
Would a search of an organisations e-mails then be 'disproportionate'?
BTW I am not, and have not been, connected with IBSL in any way, beyond
providing some of the 'investigator' product specifications, via my previous
organisation before I retired. The most important controls would have to be
organisationally.
"My question is do we have to search the content of every email of the line
manager looking for any instance of the subjects name and then to assess
whether
that email is about the subject or just mentions them and then whether to
provide or is it sufficient to just search the 'subject line' on the email
looking for emails about the subject. I know this is what a lot of companies
do
and it is what I wish to do but is it 'legal'?"
Would you find the material the subject access requestor was entitled to by
doing this? If not no.
Ian W
-----Original Message-----
From: This list is for those interested in Data Protection issues
[mailto:[log in to unmask]]On Behalf Of Ian G Dean
Sent: 25 June 2002 13:41
To: [log in to unmask]
Subject: Email and SARs
[snip]
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