a) Yes, a massive one. Usually, I rant to my team about people not deleting things/putting comments in emails in the first place(!) and then steel myself for several days of scoping and redacting.
b) Sadly, no.
What I do tend to do is sift out those emails to or from the applicant, on the basis that we reasonably believe they already have them. I make this clear to the applicant, and make sure they know they are actually entitled to those emails if they require them, but I've tried to be pragmatic about it in order to stand any chance of responding within the deadline. Usually, the applicant is fine with this but on occasion they're not; not a lot that can be done in that situation.
It's also worth dumping all of the emails in scope into a folder in Outlook/your mail program of choice and doing "Clean up folders and sub-folders"; in my experience there is usually a huge amount of dupli-/tripli-/quadruplication etc, and this can whittle things down quite significantly, leaving you with single instances of email chains (it preserves any that are unique, such as the ones that contain attachments).
Ben Heathcote
Information Security Officer (Compliance)
Information Security & Governance Team
IT Service
Newcastle University
NE1 8HQ
Telephone: 0191 208 6950
Email: [log in to unmask]
-----Original Message-----
From: This list is for those interested in Data Protection issues <[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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