JISCMail - DATA-PROTECTION Archives

Hi Matt,

If it is a SAR then you have to comply with it but I would be hesitant about giving access to all e-mails between a set period as the individual is no longer an employee and (depending on what their job was) there could be the personal data of 3^rd parties contained in them – or at least commercially sensitive information – and this could result in a breach of the DPA.

You don’t have to provide a copy of the actual e-mails so I would consider extracting their personal information and provide a hard copy of this. As a minimum, I would ensure the e-mails are reviewed beforehand and anything that isn’t their personal data, redacted

James

James Walkom
Regulatory Consultant
Jelf
Tel: 01454 525182

Insurance | Employee Benefits | Financial Planning

Jelf
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From: This list is for those interested in Data Protection issues [mailto:[log in to unmask]] On Behalf Of Matt Morrison
Sent: 31 March 2014 09:55
To: [log in to unmask]
Subject: [data-protection] Access to email account

Hi all

Monday morning question here.

We have received a request from a former member of staff for access to the emails held in their account between a set period (we still hold the emails). I don't know all the circumstances of the request, but suspect it may be related to an HR issue.

The request has been made as a SAR and I am wondering if others have dealt with something similar and, if so, did you deal with it as a SAR? Are emails sent in a work capacity a number of months ago personal data? I suspect they may well be, depending on the content.

We do also have an authorisation procedure for allowing access to email accounts in appropriate circumstances (this could even be supervised access).

Any thoughts welcome!

Best wishes

Matt Morrison

Information Rights Officer

University of Bristol

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