Look at Durrant VS FSA on the OIC website
http://www.informationcommissioner.gov.uk/eventual.aspx?id=5152
The case has a lot to say about structured filing systems
--
Thank you and kind regards
Opinions are my own and do not reflect those of my employer
Rob Dawson
Assistant Registrar (CRB)
Registry Services
University College Chester
Parkgate Road
Chester
CH1 4BJ
[log in to unmask]
Tel: 01244 392892
Fax: 01244 392821
http://www.chester.ac.uk/
Quoting Bleasdale Karin <[log in to unmask]>:
> Can anyone help me with the following queries that have come from
two of my
> colleagues. My thoughts are that these emails should form part of a
> structured file therefore not really being a problem. Any thoughts?
>
> Are retrieving emails considered to be of a disproportionate
> effort.
> The answer to this will also help FOI - as it can go in our Publication
> Scheme....
>
> Do we need a council policy on record retention that advises
> managers and staff on how long records must be kept.
>
> Subject Access requests and disproportionate effort - I agree that
> this can be used but all the more reason to have a clear policy that
states
> upfront how long we strive to keep information for in permanent/easily
> available form, and that any requests for information from an earlier
> period
> must be judged on a case by case basis, taking required effort into
> account.
>
> Another point to consider is how we would locate emails, both for
> Data Protection and Freedom of Information purposes. The former
would
> hopefully be easier to locate than the latter. And who would do this?
>
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> Records Management Officer SSD
> LB Hammersmith & Fulham
> Tel: 020 8753 5118
> Fax: 020 8753 5103
>
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