Mae hwn yn fersiwn HTML o atodiad i'r cais Rhyddid Gwybodaeth 'Retention and deletion of emails'.



 
 
 
Jose da Silva
 
Please ask for: Wuraola Adegbuyi
Reference: 29656347
Email: 
xxx.xxxxxxxxxxx@xxxxx.xxxxxxxxx.xxx
Date: 21 June 2022
 
 
 
 Dear Jose da Silva
 
Thank you for your request for information made under the Freedom of Information Act 
(FOIA) 2000 to Retention and deletion of emails. Please see the response provided 
below:
Please could you share a copy of your email retention and deletion policies and 
procedures? 
There are no specific policies, but section “Specialist Guidance 3: 
Managing Email” and “Section 9 Retention and Disposal” of KCC Records Manager's 
“Information Management Manual” covers these questions.
Please see attached.
Also, any information that could help answer the following questions would be 
appreciated:
a) What retention periods have you set for mailboxes, if any?
 Please find attached 
a copy of the “ICT User Standards”, section 5.2 which staff must adhere to.
b) What retention periods have you set for emails in outlook, if any? Please find 
attached a copy of the “ICT User Standards”, section 5.2 which staff must adhere to.
c) How do you know which email, while in outlook, is to be deleted and when? 
Please find attached a copy of the “ICT User Standards”, section 5.2 which staff have 
to adhere to.
d) How do you delete emails in outlook that are due for destruction? Please find 
attached a copy of the “ICT User Standards”, section 5.2 which staff have to adhere to.
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 find attached a copy of the 
“ICT User Standards”, section 5.2 which staff must adhere to.
Please ignore questions a to e, if you do not use Outlook/Exchange.

If you are unhappy with this response, and believe KCC has not complied with 
legislation, you have 40 working days from the date of this response to ask for a review. 
You can do this by following our complaints process; details can be found at this link 
https://www.kent.gov.uk/about-the-council/complaints-and-compliments#tab-10 on our 
website. Please quote reference 29656347.
If you remain dissatisfied following an internal review, you can appeal to the Information 
Commissioner, who oversees compliance with the Freedom of Information Act 2000. 
Details of what you need to do, should you wish to pursue this course of action, are 
available from the Information Commissioner’s website http://ico.org.uk/concerns 
 


 
 
I will now close your request as of this date.
 
Yours faithfully
 
 
Wuraola Adegbuyi
Information Access Officer
Strategic and Corporate Services