One of my clients is running Lotus Notes. This is notoriously difficult to conduct Boolean searches on, especially across multiple mailboxes and time spans.
I advise negotiation to reduce the number of boxes/months to search. Ex-employees, especially those made redundant, who are looking either for a "smoking gun" or to 'punish' their old employer, can be obdurate. Lawyers supporting employees in reaching Compromise Agreements or taking the employer to an ET can also be difficult in this area. They are often looking to put cost into the employer as a means of reaching a more attractive settlement.
I have seen searches that have cost the SARs team some £60,000 (what the IT outsourced charged for a non-contracted, unscheduled service).
Reacting emails can be a particular challenge, as they may contain organisational data as well as personal data, the personal data of others, and sensitive personal data (of the data subject and others). In addition, email trails are often repetitious, meaning that any redaction has to be replicated across all copies of a particular email, or subsequent emails deleted/redacted in whole.
In one recent client instance, redacting emails for one SAR took 55 mandays. And that was after waiting just over a week for the emails to be provided by the IT department.
M
Sent from my iPad
On 5 Nov 2013, at 12:49, Alan Phillips <[log in to unmask]> wrote:
> I'm interested in finding out how other people responsible for data protection in their organisations deal with the process of conducting email searches. Which steps do you normally follow;
>
> e.g. step 1 Try and negotiate with data subject to isolate mailboxes to be searched
> step 2 Request relevant mailboxes through the IT department
> step 3...etc
>
> Any pointers or tips would be most welcome!
> Many thanks.
>
> ^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^
> 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 messages please send to the list owner
> [log in to unmask]
> Full help Desk - please email [log in to unmask] describing your needs
> To receive these emails in HTML format send the command:
> SET data-protection HTML to [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 messages please send to the list owner
[log in to unmask]
Full help Desk - please email [log in to unmask] describing your needs
To receive these emails in HTML format send the command:
SET data-protection HTML to [log in to unmask]
(all commands go to [log in to unmask] not the list please)
^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^
|