Nice idea but..
It is not possible with email systems I know of (groupwise, outlook) to search accross all accounts in one sweep. Maybe in the future or already technology I am not aware of, but not at the moment for sure.
The next best thing...the EDRMS, we are commissioning an all singing dancing system that enables users to save emails of note into the edrms system (if they think its valid to save it) otherwise it is deleted of their email system after a short time (approx 4 weeks) A great system as I can then search through the edrms without any other help. but meanwhile emails not saved within that time span are still on the email system..
And anyway, EDRMS not expected for at least 12 months..then we have to train everyone to make sure they use it correctly
meanwhile life goes on!
Si.
>>> "Ian Welton" <[log in to unmask]> 27 October 2004 10:03:47 >>>
Simon Macaulay on 27 October 2004 at 09:14 said:-
> Practicality wise, first move I take, is try to narrow down
> the search by
> contacting the subject (or applicant next year).
> If he insists on email from everywhere by searching all users in a
> department for example, and this is obviously massively out of your
> resource capability, negotiate or refuse and cite
> disproportionate. As for
> FOI in Scotland..I would log my time and stop at £600, this
> will probably
> prevent a complete search of all users or the task of
> recovering past files
> from tape (unless court or crime of course) as the cost of
> this would be
> immense.
>
Why the assumption that there is not and will not be any technological
answer allowing a simple automated keyword search of e-mails across the
organisation?
Ian W
> -----Original Message-----
> From: This list is for those interested in Data Protection
> issues [mailto:[log in to unmask]] On Behalf Of
> Simon Macaulay
> Sent: 27 October 2004 09:14
> To: [log in to unmask]
> Subject: Re: Searching for e-mails
>
>
> Firstly, your Internet, email usage policy needs to explain
> the need for
> searches to be carried out within their email accounts for
> such requests,
> and more importantly the coming of FOI. (possibly monitoring
> of overuse of
> internet, emailing in works time if your feel the need)
>
> You must explain the fact that their email accounts belong to the
> organisation but recognising HR and a certain amount of privacy is
> expected, tell them to make their own 'personal' folder which
> will only be
> searched in serious circumstances (crime, harrasment,
> defaming of company,
> porn etc)
>
> Having all that behind you combined with some DP and FOI
> staff training
> explaining procedures, you are now armed and confident to
> kick ass and face
> up to any stroppy middle manager or even director when your
> processing a
> SAR, once you have asked them to disclose, the ball is in
> their court and
> they have no get out clause if they have signed/acknowledged the E&I
> policy. (remember if the punter aint pleased and seeks
> satisfaction from
> the IC it's your ass on the line for not complying by shying
> out of these
> searches)
>
> Second most important thing, included in the training, hammer
> home with a
> large mallet the importance of good record keeping, backed up
> with (if your
> lucky) a good records manager who has drafted and put in
> place a retention
> policy and a few choice horror stories of embarrising emails sent to
> punters.
>
> Practicality wise, first move I take, is try to narrow down
> the search by
> contacting the subject (or applicant next year).
> If he insists on email from everywhere by searching all users in a
> department for example, and this is obviously massively out of your
> resource capability, negotiate or refuse and cite
> disproportionate. As for
> FOI in Scotland..I would log my time and stop at £600, this
> will probably
> prevent a complete search of all users or the task of
> recovering past files
> from tape (unless court or crime of course) as the cost of
> this would be
> immense.
>
> establish a useful contact in each branch who is sympathetic
> to your cause
> (network and get pally with as many folk as poss)
> always make requests through them instead of direct to the person if
> posible at first.
> ask for a search and for them to send you all the emails with
> the subjects
> name ANYWHERE in the text (subject matter for foi)
>
> then spend ages agonising over what is pd under durrant, who
> is a third
> party (staff or not staff). call in the lawyers..who then
> sit on the fence
> after taking lots of tax payers money then cite to you
> clauses from the DP
> act and tell you to make your own mind up...then spend ages....
>
> cynically yours Si.
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