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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