At a Primary Care Trust where I worked, good practice was never to have any
work files on one's own PC's hard disk. This meant that we could work or
have access to our own work files at any machine with access to the PCT
network.
It means that information is not kept on machines but on the server.
I appreciate that the situation with Health Trusts are different to other
organisations - eg non-clinical staff are often visiting clinical sites.
Nick Landau
----- Original Message -----
From: "Mary Liddell" <[log in to unmask]>
To: <[log in to unmask]>
Sent: Tuesday, May 23, 2006 11:55 AM
Subject: Re: [data-protection] Privacy of Emails / Telephone calls etc
Robert,
I would assume your e-mail first comes into a server before it is
distributed to the addressees; and it remains on that server, unless
you're using something like POP3. So unless your IT people have some
process whereby they delete all the e-mail on the server every X days,
it is all discoverable under FOI. It would also (I would think) be
discoverable on any backup media that are used.
Just because you haven't designated them as "records" doesn't mean they
aren't caught. You probably wouldn't designate post-it notes as
records, either, but if they exist and can be located, they can be
disclosed in response to a request.
Mary F. Liddell
Information Access Officer
Brunel University
-----Original Message-----
From: This list is for those interested in Data Protection issues
[mailto:[log in to unmask]] On Behalf Of Chell, Robert
Sent: 23 May 2006 11:47
To: [log in to unmask]
Subject: Re: [data-protection] Privacy of Emails / Telephone calls etc
Can I just widen this discussion out a bit further.
Whilst we would all support the fact that email should be dealt with and
captured into a records system if it is a record, what about those
emails that remain in inboxes, or are filed in personal folders and will
probably never be captured or declared as records, but should be
regularly deleted.
These are presumably the focus of the concern of employers' monitoring.
My concern is how far these emails are discoverable under FOI. They are
certainly held by the Authority, but are they information that, if
requested as part of an FOI request, should be disclosed?
If there is no policy on capturing emails as records, is there any
justification in refusing a request when both "record" and "non-record"
information is held in the same record keeping system (the email
system).
Robert Chell
Records Manager
Clerk to the Council
Room 111, County Hall
CARDIFF CF10 4UW
* [log in to unmask] <mailto:[log in to unmask]>
* 02 920 873327
_____
From: The UK Records Management mailing list
[mailto:[log in to unmask]] On Behalf Of Julie Gibbs
Sent: 23 May 2006 09:58
To: [log in to unmask]
Subject: Re: Privacy of Emails / Telephone calls etc
Roger
You will find the Information Commissioner's Employment Codes of
Practice here. They are free to download or acquire hard copies and it
would be well worth suggesting someone in your company reads them. Part
3 is specifically about Data Protection and Monitoring at Work.
http://www.ico.gov.uk/eventual.aspx?id=437
<http://www.ico.gov.uk/eventual.aspx?id=437>
Julie Gibbs
Information Officer
Crewe & Nantwich Borough Council
_____
From: The UK Records Management mailing list
[mailto:[log in to unmask]] On Behalf Of Gajadhar,
Roger
Sent: 23 May 2006 09:09
To: [log in to unmask]
Subject: Privacy of Emails / Telephone calls etc
I would like to get your views on the following, I was sure that there
was an EU Directive guiding this
Our company had just implemented an It Usage Policy and as part of the
monitoring process for this policy they specifically state that they
will be
1 randomly opening employees Emails or listening to their voice
messages
2 Using automated checking software to collect information about
employees#
3 Examining logs of websites visited.
4 Keeping records of telephone calls, also listening to some of the
conversation.
the important thing to note is that it specifically states that this
will be done without the employees prior approval and or knowledge.
Your thoughts please
Roger Gajadhar
London Region Records Manager
DAVIS LANGDON LLP
MidCity Place
71 High Holborn
London
WC1V 6QS
Main Tel: +44 (0) 20 7061 7000
Direct Tel: +44 (0) 20 7061 7626
Fax: +44 (0) 870 048 6303
Email: roger.gajadhar <mailto:*@davislangdon.com> @davislangdon.com
Web: <http://www.davislangdon.com/> www.davislangdon.com
**********************************************************************
PRIVACY AND CONFIDENTIALITY NOTICE
This email, and any files transmitted with it, is strictly confidential
and intended solely for the person or organisation to whom it is
addressed. If it comes to the attention of any other unauthorised
person, no action may be taken on it nor should it be copied or shown to
any third party.
If you have received this email in error please return it to
[log in to unmask]
This email message has been swept for the presence of computer viruses.
**********************************************************************
Project Management | Cost Management | Management Consulting | Legal
Support
| Specification Consulting | Engineering Services | Property Tax &
| Finance
Davis Langdon LLP is a limited liability partnership registered in
England and Wales with registered number OC306911. A list of members'
names is available for inspection at MidCity Place, 71 High Holborn,
London WC1V 6QS, the firm's principal place of business and registered
office.
Davis Langdon LLP is a member firm of Davis Langdon & Seah
International, with offices in: England, Scotland, Wales, Ireland,
France, Spain, Poland, Lebanon, Bahrain, UAE, Qatar, Saudi Arabia,
Egypt, Brunei, China, Hong Kong, India, Indonesia, Korea, Malaysia,
Philippines, Singapore, Thailand, Vietnam, Australia, New Zealand, South
Africa, Botswana and the USA
_____
PRIVACY AND CONFIDENTIALITY NOTICE
This email, and any files transmitted with it, is strictly confidential
and intended solely for the person or organisation to whom it is
addressed. If it comes to the attention of any other unauthorised
person, no action may be taken on it nor should it be copied or shown to
any third party. This email message has been swept for the presence of
computer viruses.
If you have received this email in error please return it to
[log in to unmask] <mailto:[log in to unmask]>
_____
_____________________________________________________________________
This e-mail has been scanned for viruses by Verizon Business Internet
Managed Scanning Services - powered by MessageLabs. For further
information visit http://www.mci.com
--
This message has been scanned for viruses and dangerous content by
<http://www.netcentral.co.uk/> IC-MailScanner, and is believed to be
clean.
For queries or information please contact:-
=================================
Internet Central Technical Support
http://www.internet-central.net
=================================
^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^
All archives of messages are stored permanently and are
available to the world wide web community at large at
http://www.jiscmail.ac.uk/lists/data-protection.html
If you wish to leave this list please send the command
leave data-protection to [log in to unmask]
All user commands can be found at : -
http://www.jiscmail.ac.uk/help/commandref.htm
Any queries about sending or receiving message please send to the list
owner
[log in to unmask]
(all commands go to [log in to unmask] not the list please)
^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^
^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^
All archives of messages are stored permanently and are
available to the world wide web community at large at
http://www.jiscmail.ac.uk/lists/data-protection.html
If you wish to leave this list please send the command
leave data-protection to [log in to unmask]
All user commands can be found at : -
http://www.jiscmail.ac.uk/help/commandref.htm
Any queries about sending or receiving message please send to the list owner
[log in to unmask]
(all commands go to [log in to unmask] not the list please)
^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^
^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^
All archives of messages are stored permanently and are
available to the world wide web community at large at
http://www.jiscmail.ac.uk/lists/data-protection.html
If you wish to leave this list please send the command
leave data-protection to [log in to unmask]
All user commands can be found at : -
http://www.jiscmail.ac.uk/help/commandref.htm
Any queries about sending or receiving message please send to the list owner
[log in to unmask]
(all commands go to [log in to unmask] not the list please)
^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^
|
