Roland you wrote:
Yes, but it seems that some organisations wish to limit their liability
by purging old emails, and keeping only "recent" ones. Times of as short
as a month have been mentioned. You would need to co-ordinate the
purging between the centralised copy and the user's copy.
If this were the organisation's reasoning I agree, but deletion of emails,
especially in this timescale works both ways. It might solve SAR issues,
but surely it could cause more serious ones e.g. problems defending
defamation charges. Getting off the subject a bit, further problems with
this approach could come with the EU auditing directive (and already has
come for financial organisations with operations in the USA), when you have
to abide by regulations that a) require you to keep all communications in
relation to your accounts, brokerage orders etc and b) have a storage
system that has "security and integrity to ensure the authenticity of the
electronic record".
In respect of communication to outsiders the main issue is really in
relation to "personal" emails to/from staff, but there is nothing to stop
you putting a footer on your emails that they are forensically stored (see
JISCmail footer about permanent storage!), or putting information in your
privacy policy, fair processing notice perhaps, beside email
addresses/facilities etc - its down to the attitude of the organisation and
the people involved as to whether they get it right.
Chris
http://www.rac.co.uk
http://www.racbusiness.co.uk
http://www.bsm.co.uk
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