Staff information. management policy

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1 Staff information management policy

2 1. Scope This policy applies ICO-wide to all users; including contractors and secondees where they have access to ICO systems. 2. Purpose 2.1 To ensure that all staff are aware of their responsibilities in relation to the storage of s. 2.2 To ensure that all staff manage the s that they receive and send in keeping with this policy. 2.3 To ensure that ICO complies with its own records management policy and the adequate recording of corporate records. 3. Introduction 3.1 The ICO provides an system to enable effective and efficient communication relating to the business of the office. Outlook, the system currently in use, should not be used for the long-term storage of information s are increasingly taking the place of other forms of communication, such as letters and minutes, but they should not replace face-to-face discussions where these would be more effective. The informality of does not alter the status of the information being communicated. 3.3 Many s are an evidence of the ICO s business activity and should be retained in line with the ICO s Retention and Disposal Schedule. 3.4 This policy supports the ICO s Records Management Policy. The key principle is that information created or received by the ICO staff whilst carrying out their duties is a corporate resource. It belongs to the ICO and not to any individual or group. 3.5 In summary, this policy requires that an is: drafted with care and attention; filed in the relevant system if it needs to be retained, and not retained for longer than is necessary. 4. Roles and responsibilities 4.1 Everyone with an account is responsible for managing their mailbox and messages. 4.2 Line managers are responsible for supporting their staff s adherence with this policy. 4.3 Senior managers (Information Asset Owners) are responsible for ensuring that the ICO has full and accurate records of its business activity to meet legal and accountability requirements. V1.0 Page 2 of 5

3 4.4 Group accounts, such as should be assigned an owner who is responsible for managing that mailbox. 4.5 Failure to comply with ICO policies may result in disciplinary action. 5. General Principles 5.1 All s created or received in relation to ICO business are corporate records and subject to ICO s record management policies and procedures s may need to be considered when we handle information requests, under the Data Protection Act and Freedom of Information Act. s should be drafted carefully and time should be taken to review the content of an before it is sent s should be brief, polite, and factual. Personal comments or judgements should not be included in s. This applies to internal and external s. 6. Automatic deletion of s 6.1 All s held in mailboxes within Outlook will be automatically deleted 6 months after receipt. 6.2 Staff should routinely and regularly review s in their mailbox. 7. Management procedures 7.1 Casework s must be sent, received and stored within CMEH unless there are exceptional circumstances such as when CMEH is unavailable. Non casework related s should be stored on Meridio when they are of corporate significance s must be stored in the relevant records management system as soon as possible; this will reduce the risk of non-compliance when responding to information requests and potential non compliance with ICO s retention and disposal schedule is mainly provided for business use however limited use for private matters is acceptable. For more information please see the Personal Use Policy 7.4 s of corporate significance should be saved to Meridio as soon as possible but no later than three months after the received date. 7.5 Personal s should be deleted as soon as they are no longer needed is also provided for trade union purposes and these s should be V1.0 Page 3 of 5

4 stored on personal drives. 7.8 The creation of archives is not allowed and will be a breach of this policy. Queries about this policy 8.1 If you have any doubts about any part of this policy or you need further support you should contact the Information Governance Department. 9. Frequently asked questions 9.1 I don t know the size of my mailbox how can I find out? Once in Outlook, click on the Tools tab on the top menu bar and then click on Mailbox Cleanup. This will open a box and you should see a box that says View Mailbox Size click on this and another window will open showing your current mailbox size with a breakdown (by Total size (including subfolders)). 9.2 How can I reduce the size of my mailbox? There are a number of different ways your mailbox size can be reduced: Establish what information can be saved into Meridio and then migrate this information Any information that does not require migration or is of a personal nature and no longer required should be deleted Review the s held in your sent items and delete any s that are no longer required Ensure that you delete all of your deleted items at the end of each day- this can be done by clicking yes when prompted during the closing down process for Outlook Delete your deleted items this can be done by selecting your deleted items folder, going to tools and then clicking on Recover deleted items, you can then select all items and click the delete button If you do this regularly then the size of your mailbox will remain manageable and its management should not be time consuming. 9.3 How do I reach a decision about whether or not to migrate an to Meridio? This is a judgement call that each individual will have to make however in general, a corporate record is information that provides a record of business activity and is a business resource. For example, if s are evidence of business transactions, decisions taken, or a particular view on a section of legislation then they should be treated as a corporate record V1.0 Page 4 of 5

5 and stored within Meridio. Whereas an exchanged between colleagues regarding a lunch plan would not affect the ICO s business in anyway and therefore should not be kept but deleted once sent/read. 9.5 Why are we being encouraged to use Meridio to store s? s as electronic records must be managed as part of corporate information resources, with accountability and legal implications, and be retrievable and accessible subject to the sensitivity considerations and our security procedures. It also improves knowledge management. If information within an forms part of a corporate decision/record then it is important other individuals within your department can view this information to allow them to reach informed decisions about similar issues. In addition, we should be able to retrieve information easily to respond to requests for information in line with our statutory duties without having to access individual s mailboxes. 9.6 What happens if I don t adhere to this policy? Failure to comply with ICO policy could result in disciplinary action. 10. Resources Guidance on Meridio and how to save s and how to make decisions on what to keep can be found via the link below: For more information please contact a member of the Information Governance Department. V1.0 Page 5 of 5

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