I'm afraid the fact of the matter is that so many emails are generated on a daily (hourly, even) basis that, even with a (hypothetical) 3 month retention, SARs for emails will include reviewing huge volumes of emails. You'll probably get lots of duplicates and lots that don't relate to the subject, and most of the emails returned by your searches probably won't get released
Once you've conducted searches and have all the *potentially* relevant emails you still need to conduct some form of manual review to whittle them down to the *actually* relevant emails and redact them. Unless you can either:
- engage with the requester to narrow the scope of the initial search (which is not always an option) or,
- prove that the request is 'manifestly unfounded or excessive'
you're pretty stuck following this process, I think.
Dan
-----Original Message-----
From: This list is for those interested in Data Protection issues [mailto:[log in to unmask]] On Behalf Of Victoria Heath
Sent: 07 November 2018 09:17
To: [log in to unmask]
Subject: [data-protection] SARs and the provision of emails
Hi all,
Apologies for cross posting:
I am looking to find out how other Universities or other large (public sector) organsations deal with SARs that request 'all emails that mention me' or similar. We are finding this the most problematic task of dealing with SARs due to the huge volumes of emails returned by a search. I was hoping that people might share:
a) whether this is an issue for your organisation and how you tackle it?
b) whether you have implemented an automated deletion of emails?
Happy to discuss on or offline and if you can share any good practice or ideas, I'd be more than grateful.
Kind Regards,
Vicki
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