We have already had SARs requesting personal data including emails. Where
the request has named other individuals, we have consulted them on whether
they have any stored relevant emails. All emails stored in the individual's
departmental/University record have been released, subject to the conditions
of the release of third party personal data.
In other cases, we have gone back to the requester asking for information on
the location of the data requested. This is allowed under Section 7 (3) of
the DPA, and also in the OIC's guidance on subject access to email.
I have not been prepared to authorise a trawl through the system using a
keyword search on the individual's name, on the basis that this may well be
an unwarranted intrusion into other people's correspondence.
Since we allow on average no more than 15Mb of email space per member of
staff on the central system and most people keep very much larger amounts
stored on their own PCs, what we are really considering here is an email
policy to deal with information that is part of the individual's record!
And finally, in answer to the PS: It is Friday
Mike Lloyd
Assistant Head (ISeLS)
ISeLS
University of Glamorgan
Llantwit Road
Treforest
Pontypridd CF37 1DL
tel: 01443 482417
fax: 01443 482424
email: [log in to unmask]
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