Retention and deletion of emails

José da Silva made this Rhyddid Gwybodaeth request to Hackney Borough Council

Automatic anti-spam measures are in place for this older request. Please let us know if a further response is expected or if you are having trouble responding.

Roedd y cais yn llwyddiannus.

Dear Hackney Borough 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

London Borough of Hackney, Hackney Borough Council

Information request
Our reference: 10145734

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Dear José Da Silva
 
Retention and deletion of emails
 
This is to acknowledge receipt of your information request to London
Borough of Hackney.
 
If you have submitted a request under the 
Freedom of Information Act 2000
, we will aim to respond within the statutory timescale of 20 working
days.
 
The reference number for your request is 10145734 
 
If you have any further enquiries, please reply to this email leaving the
subject line unchanged.
 
Hackney Council
1 Hillman Street
Hackney
London
E8 1DY
[Hackney Borough Council request email]
 
NOTE: Please do not edit the subject line when replying to this email.
 
All Hackney Council emails and attachments are private and intended solely
for the use of the individual or entity to whom they are addressed.
Unauthorised use (for example disclosure, storage or copying) is not
permitted. If you are not the intended recipient please destroy all copies
and inform the sender by return email.
 
The Council reserves the right to monitor, record and retain any incoming
and outgoing emails for security reasons and for monitoring internal
compliance with our policy on staff use. Email monitoring and / or
blocking software may be used and email content may be read. Any views or
opinions expressed in email are solely those of the author and do not
necessarily represent those of Hackney Council.
 
The ICT service for the Council checks all emails and attachments for
known malware, however, you are advised that you open any attachments at
your own risk.
 
As a public body, the Council may be required to disclose the contents of
emails (or any response to it) under the Freedom of Information Act 2000,
unless the information in it is covered by one of the exemptions in the
Act.

London Borough of Hackney, Hackney Borough Council

1 Atodiad

Information request
Our reference: 10145734

══════════════════════════════════════════════════════════════════════════

Dear José Da Silva
 
Thank you for your request for information received on 7 June 2022.
 
Please find attached our response to your request.
 
Yours faithfully
 
 
Information Management Team
London Borough of Hackney
 
NOTE: Please do not edit the subject line when replying to this email.
 
All Hackney Council emails and attachments are private and intended solely
for the use of the individual or entity to whom they are addressed.
Unauthorised use (for example disclosure, storage or copying) is not
permitted. If you are not the intended recipient please destroy all copies
and inform the sender by return email.
 
The Council reserves the right to monitor, record and retain any incoming
and outgoing emails for security reasons and for monitoring internal
compliance with our policy on staff use. Email monitoring and / or
blocking software may be used and email content may be read. Any views or
opinions expressed in email are solely those of the author and do not
necessarily represent those of Hackney Council.
 
The ICT service for the Council checks all emails and attachments for
known malware, however, you are advised that you open any attachments at
your own risk.
 
As a public body, the Council may be required to disclose the contents of
emails (or any response to it) under the Freedom of Information Act 2000,
unless the information in it is covered by one of the exemptions in the
Act.