AGENDA ITEM NO. 5

STANDARDS COMMITTEE
09/12/11

ACCESS TO EMAILS

RECOMMENDATIONS / KEY DECISIONS REQUIRED:
(1) That the committee note the current position regarding access to emails by senior officers of the authority.

REASONS:
The committee has previously requested information on this issue

 

Exec Board Decision Required NA
Council Decision Required NA

Directorate Chief Executives
Name of Head of Service:
Linda Rees Jones
Report Author:
Robert Edgecombe

Designations:
Acting Head of Administration & Law

Tel Nos.
4018
E Mail Addresses:
RJEdgeco@carmarthenshire.gov.uk

EXECUTIVE SUMMARY
STANDARDS COMMITTEE
9TH DECEMBER 2011

ACCESS TO EMAILS

    (1) At its meeting on the 16th September 2011 the committee requested that a report be prepared setting out the extent to which senior officers of the authority can access emails generated or received by others within the authority.
    (2) The authority’s email usage policy makes it clear that emails generated by, or accessed via, council owned equipment will not be considered as the private property of their creator/recipient, and that the authority may access those emails at any time without an individual’s consent or knowledge.
    (3) Individual senior officers cannot directly access the emails of others in the authority, unless they have been permission to do so by that person.
    (4) A senior officer can request that an individual email account be examined by the IT department, but will be expected to give good reasons why this should take place.

DETAILED REPORT ATTACHED ?

NO

IMPLICATIONS

I confirm that other than those implications which have been agreed with the appropriate Directors / Heads of Service and are referred to in detail below, there are no other implications associated with this report :

Signed: L. Rees Jones Head of Administration & Law

Policy, Crime & Disorder and Equalities

Legal

Finance

ICT

Risk Management Issues

Staffing Implications

Physical Assets

NONE

NONE

NONE

NONE

NONE

NONE

NONE

CONSULTATIONS

I confirm that the appropriate consultations have taken in place and the outcomes are as detailed below

Signed: L. Rees Jones Head of Administration & Law

(Please specify the outcomes of consultations undertaken where they arise against the following headings)
1. Scrutiny Committee Not applicable
2.Local Member(s) Not applicable
3.Community / Town Council Not applicable
4.Relevant Partners Not applicable
5.Staff Side Representatives and other Organisations Not applicable

Section 100D Local Government Act, 1972 – Access to Information
List of Background Papers used in the preparation of this report:

THERE ARE NONE

Title of Document

File Ref No.

Locations that the papers are available for public inspection