I am dealing with a very similar one and litigation may be involved. We instruct our IT Department to do this for us - eventually the information will come to myself (DPO) as I co-ordinate response and several Departments are involved. IT sign a confidentiality statement and I think all staff know that they cannot discuss this type of information. There would certainly be disciplinary if anyone's private business was discussed. The cost of this exercise is certainly more than the measly £10 we can charge...there being over 1,000 e-mails to be retrieved from the Vault.
I hope this helps.
Doreen
-----Original Message-----
From: This list is for those interested in Data Protection issues [mailto:[log in to unmask]] On Behalf Of Blewitt, David
Sent: 03 July 2006 19:46
To: [log in to unmask]
Subject: Re: How do you search a large electronic data system without breaching confidentiality, human rights, etc?
We have recently had a Subject Access Request for "All Personal Data".
(Litigation is involved)
There is a likelihood that such data exists at random places on both the
Email system and the College Network.
Questions:
1) Is it reasonable for one person, such as the Data Protection Officer,
to be authorised to conduct an electronic search of the whole system?
Could that person be considered to be breaking human rights acts,
intruding on the confidentiality of others, etc?
Or
2) Do you try to get managers of respective departments to do the
search? (With a possibility of same breaches of acts, confidientiality
etc.)
Is there a recommended way out there? All constructive thoughts
welcome.
Thank you.
David Blewitt
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