Theresa,
In our e-mail policy we have put: -
"During planned absences, members of staff must use the Out of Office
Assistant and provide a contact for urgent communications.
During unplanned absences, line managers may have access to their member of
staff's e-mail for a maximum of 5 working days. This must be authorised by
the appropriate Head of Service. During this time, managers must make
alternative arrangements to ensure business continuity, for example through
the use of the Out of Office Assistant. Managers must not access e-mails
marked "personal communications".
Karen Robinson
Caldicott and Data Protection Officer
-----Original Message-----
From: Donald Henderson [SMTP:[log in to unmask]]
Sent: 19 August 2003 16:29
To: [log in to unmask]
Subject: Re: [data-protection] [bulk email] [data-protection]
Email !!!!!!! and H drive
Teresa,
You're straying into the murky world of RIP with your questions,
which
is what part 3 is supposed to reconcile with DP.
Everything depends on the policy your organisation adopts and what
it
tells its employees. Unwritten rules are normally only worth the
paper
they're written on !
If the organisation says nothing is private and tells everyone, then
everything can be accessed. If it says things marked "private"
belong to
individuals, it can still access them if there is a justifiable
business
need (eg keeping the mail system working or investigating a possible
crime), but it is unlikely that a manager could justify forcing
access
merely because an employee was off.
The key issue is adopting a policy and publicising it to all
employees.
Donald Henderson
Information Security Manager
Perth & Kinross Council
-----Original Message-----
From: Teresa Gudge [mailto:[log in to unmask]]
Sent: 19 August 2003 14:39
To: [log in to unmask]
Subject: [bulk email] [data-protection] Email !!!!!!! and H drive
There is a question running around my head - and a lot of
contradictory
answers and chasing it !!!!
I have an email box with my employer -- is my email box private ??
are my emails private ?? If I was on holiday and my manager wanted
access
to my emails for an urgent business need can he look in my in box ?
and
the
same questions apply for the H drive.
There seems to be unwritten rules that the mail box and the H drive
are
the
temporary property of the person logged in ..... but ultimately the
system
belongs to my employer doesn't it ... so ultimately can
representatives
of
my employer i.e. my manager go into both places to search for
documents
???
Of course we have policies and procedures saying that the email
system
must
be used in the interests of the company, and we have shared drives
so
that
individuals save work where other people can get to them ..... but
of
course they still used the H drive
In part 3 of the Code of Practice from the ICs office it talks about
employees putting the word PRIVATE in the subject of the mail and
then
employers cannot open it ..... but wouldn't that be abused !!!
And can anyone point me to the "written word" about this
????????????
HELP !!!
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