HMRC Email addresses allocation
Dear HM Revenue and Customs,
As an accounting firm, we've been keeping track of which employees have used our email addresses since 2010. While we don’t store every individual email that has been sent, we do maintain a record of who was assigned to use our email accounts, whether they are still with us or have since left the company. This allows us to go back and identify which employee sent an email, ensuring accountability.
1. Considering this, from which year did HMRC start recording the usage of hmrc.gov.uk email addresses or their allocation, including those of both current and former employees?
2. Is there a policy that outlines accountability in this regard? If so, please provide a copy of it.
3. If I provide you with an HMRC email sent from an hmrc.gov.uk address in 2019, would you be able to identify the sender, even if that person is no longer employed?
Yours faithfully,
Rebecca
Our ref: FOI2024/228488
Dear Rebecca,
Thank you for your request, which was received on 18 November.
Please remember to quote the reference number above if you need to contact
us about this request again.
We aim to respond to all freedom of information requests within 20 working
days. We will either send you the information you have asked for or let
you know why we can't.
If we can't reply by , we will write to let you know the reason and when
you can expect a response.
Yours sincerely
HMRC Information Rights Unit
Dear Rebecca,
We are writing in response to your request for information, received 18
November.
Yours sincerely,
HMRC Information Rights Unit
Thank you for your response. However, I believe my query was only partially addressed, and I would appreciate further clarification.
In the context of accountability, I would like to ask:
If I provide an email address in the format <email-id>@hmrc.gov.uk, would it be possible for you to confirm the individual who was assigned to this email address during the 2019/2020 period, regardless of their current employment status (whether they are presently employed or not)?
Additionally, if it is not possible to share details specifically related to email allocations, could you kindly provide the complete policy instead?
I appreciate your assistance and look forward to your response.
Yours sincerely,
Rebecca
Our ref: FOI2024/242406
Dear Rebecca,
Thank you for your request, which was received on 16 December 2024.
Please remember to quote the reference number above if you need to contact
us about this request again.
We aim to respond to all freedom of information requests within 20 working
days. We will either send you the information you have asked for or let
you know why we can't.
If we can't reply by 17th January, we will write to let you know the
reason and when you can expect a response.
Yours sincerely
HMRC Information Rights Unit
Dear Rebecca,
We are writing in response to your request for information, received 16
December.
Yours sincerely,
HMRC Information Rights Unit
Dear Information Rights Unit,
Thank you for asking for clarification. Here it is: I understand you don’t always store emails or share ownership of email IDs. My question is: Do you internally track who was assigned a specific email ID, regardless of their employment status? While you likely have records for current email ID users, do you also retain minimum details of email ID users, including who used the email ID and when, for auditing purposes?
Yours sincerely,
Rebecca
Our ref: FOI2025/03387
Dear Rebecca Bott,
Thank you for your request, which was received on 17 January 2025.
Please remember to quote the reference number above if you need to contact
us about this request again.
We aim to respond to all freedom of information requests within 20 working
days. We will either send you the information you have asked for or let
you know why we can't.
If we can't reply by 14th February, we will write to let you know the
reason and when you can expect a response.
Yours sincerely
HMRC Information Rights Unit
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