Can anyone help me with the following queries that have come from two of my
colleagues. My thoughts are that these emails should form part of a
structured file therefore not really being a problem. Any thoughts?
Are retrieving emails considered to be of a disproportionate effort.
The answer to this will also help FOI - as it can go in our Publication
Scheme....
Do we need a council policy on record retention that advises
managers and staff on how long records must be kept.
Subject Access requests and disproportionate effort - I agree that
this can be used but all the more reason to have a clear policy that states
upfront how long we strive to keep information for in permanent/easily
available form, and that any requests for information from an earlier period
must be judged on a case by case basis, taking required effort into account.
Another point to consider is how we would locate emails, both for
Data Protection and Freedom of Information purposes. The former would
hopefully be easier to locate than the latter. And who would do this?
Records Management Officer SSD
LB Hammersmith & Fulham
Tel: 020 8753 5118
Fax: 020 8753 5103
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