Hi Victoria,
We recently dealt with a situation like this. The request narrowed down the emails between specific people (it resulted in 98 scenarios (including to and from) over 3 years, so was still excessive. We had to extend the deadline due to the complexity. ICT pulled all the relevant emails (over 1000) and then we redacted. We ended up with 4 paper bundles and it was time consuming.
If the request hadn't narrowed down who the emails were between or the time scale, I would have taken the approach Michelle has outlined (i.e. go back and ask them to narrow it down to specific correspondence/time periods).
Best wishes,
Mairead
Dr Mairead Wood,
Senior Data Protection Officer,
HEFESTIS Ltd.
-----Original Message-----
From: This list is for those interested in Data Protection issues <[log in to unmask]> On Behalf Of Donald Henderson - CHX
Sent: 08 November 2018 08:07
To: [log in to unmask]
Subject: Re: [data-protection] SARs and the provision of emails
We've been grappling with this issue too - given the possible two month extension, we are struggling to assess when the volume could actually be considered excessive.
Donald
-----Original Message-----
From: This list is for those interested in Data Protection issues [mailto:[log in to unmask]] On Behalf Of Michelle Brown
Sent: 07 November 2018 16:52
To: [log in to unmask]
Subject: Re: [data-protection] SARs and the provision of emails
Hi Victoria,
We have recently relied on the provision in Article 12(5)(b) and refused requests for emails where the volume is excessive. We have done this a couple of times, and used the costs limit (time) in FOIA to determine whether the request is excessive. We have also then advised the applicant of how they could usefully narrow their request e.g. to specific members of staff, or short(er) time periods for the search.
We currently have one from an ex-employee which is likely to fall into this category.
Best wishes,
Michelle
Michelle Brown
Information Manager
Transport for Greater Manchester
2 Piccadilly Place, Manchester M1 3BG
Direct line: 0161 244 1123, Extension 701123 www.tfgm.com
Please do not print this email unless you really need to.
-----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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