Retention and deletion of emails

The request was successful.

Dear Dorset Council,

Please could you share a copy of your email retention and deletion policies and procedures?
Also, any information that could help answer the following questions would be appreciated:
a) What retention periods have you set for mailboxes, if any?
b) What retention periods have you set for emails in outlook, if any?
c) How do you know which email, while in outlook, is to be deleted and when?
d) How do you delete emails in outlook that are due for destruction?
e) Are your users allowed to move emails from outlook to other systems? And if yes, what guidance do you have for them, if any?
Please ignore questions a to e, if you do not use Outlook/Exchange.
Thank you

Yours faithfully,

José da Silva

Freedom of Information, Dorset Council

Please note that emails regarding new or existing information requests
should be sent to [Dorset Council request email]. Our previous email address
[email address] is now defunct.

 

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[2]www.dorsetcouncil.gov.uk/dataprotection

 

For information on how we process your personal data please see our
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This e-mail and any files transmitted with it are intended solely for the
use of the individual or entity to whom they are addressed. It may contain
unclassified but sensitive or protectively marked material and should be
handled accordingly. Unless you are the named addressee (or authorised to
receive it for the addressee) you may not copy or use it, or disclose it
to anyone else. If you have received this transmission in error please
notify the sender immediately. All traffic may be subject to recording
and/or monitoring in accordance with relevant legislation. Any views
expressed in this message are those of the individual sender, except where
the sender specifies and with authority, states them to be the views of
Dorset Council. Dorset Council does not accept service of documents by fax
or other electronic means. Virus checking: Whilst all reasonable steps
have been taken to ensure that this electronic communication and its
attachments whether encoded, encrypted or otherwise supplied are free from
computer viruses, Dorset Council accepts no liability in respect of any
loss, cost, damage or expense suffered as a result of accessing this
message or any of its attachments. For information on how Dorset Council
processes your information, please see
www.dorsetcouncil.gov.uk/data-protection

References

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Freedom of Information, Dorset Council

4 Attachments

 

Dear [1]Jose da Silva,

 

Information Request – reference no. DC/4965

 

Thank you for your information request dated 07.06.22, which has been
dealt with under the Freedom of Information Act 2000 (FOIA).

 

Our response to your request is as follows:

 

a)           What retention periods have you set for mailboxes, if any?
Answer: None

 

b)           What retention periods have you set for emails in outlook, if
any? Answer: None

 

c)           How do you know which email, while in outlook, is to be
deleted and when? N/A

 

d)           How do you delete emails in outlook that are due for
destruction? N/A

 

e)           Are your users allowed to move emails from outlook to other
systems? And if yes, what guidance do you have for them, if any? Answer:
Yes, application specific guidance.

 

You may wish to know that you can submit information requests to Dorset
Council via our e-form at
[2]https://www.dorsetcouncil.gov.uk/your-co....

 

If you are unhappy with the way your request has been handled, you may ask
for an internal review within 40 working days of this response. Please
email [3][Dorset Council request email] or write to Information Compliance Team,
County Hall, Colliton Park, Dorchester, Dorset, DT1 1XJ if you wish to
request a review. If you are not content with the outcome of the internal
review, you then have the right to apply directly to the Information
Commissioner for a decision. The Information Commissioner can be contacted
at: Information Commissioner’s Office, Wycliffe House, Water Lane,
Wilmslow, Cheshire SK9 5AF.

 

For information on how we process your personal data please see our
information requests [4]privacy notice.

 

Most of the information we provide is subject to copyright protection. You
are free to use the information for your own non-commercial research or
private study. Unless we have indicated otherwise, you may also use
information created by Dorset Council for certain other purposes under the
terms of the Open Government Licence [5]here. For information not created
by Dorset Council, other uses will require the copyright owner’s
permission. 

 

Yours sincerely,

 

 

Information Compliance Officer
Assurance [6][IMG]
Dorset Council
[7]dorsetcouncil.gov.uk

 

[8][IMG] [9][IMG] [10][IMG]

 

 

 

 

This e-mail and any files transmitted with it are intended solely for the
use of the individual or entity to whom they are addressed. It may contain
unclassified but sensitive or protectively marked material and should be
handled accordingly. Unless you are the named addressee (or authorised to
receive it for the addressee) you may not copy or use it, or disclose it
to anyone else. If you have received this transmission in error please
notify the sender immediately. All traffic may be subject to recording
and/or monitoring in accordance with relevant legislation. Any views
expressed in this message are those of the individual sender, except where
the sender specifies and with authority, states them to be the views of
Dorset Council. Dorset Council does not accept service of documents by fax
or other electronic means. Virus checking: Whilst all reasonable steps
have been taken to ensure that this electronic communication and its
attachments whether encoded, encrypted or otherwise supplied are free from
computer viruses, Dorset Council accepts no liability in respect of any
loss, cost, damage or expense suffered as a result of accessing this
message or any of its attachments. For information on how Dorset Council
processes your information, please see
www.dorsetcouncil.gov.uk/data-protection

References

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3. mailto:[Dorset Council request email]
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5. https://www.dorsetcouncil.gov.uk/your-co...
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