‘Deep concern’ over routine deletion of Civil Service emails
DECISIVE action must be taken to end the “dubious” practice by the Northern Ireland Civil Service (NICS) to automatically delete emails after three months, politicians and campaigners have said.
The call comes after it emerged a software system — named Trim — is in place to delete all government emails after the period of time has elapsed.
The communications are expunged unless a civil servant deems them important enough to retain, BBC Radio Ulster’s Nolan Show reported yesterday.
There is no suggestion civil servants have abused the policy or used the system to thwart public scrutiny.
The Executive Office has said the policy was in place throughout the NICS and it was reported the policy had been in place since 2009.
Maurice Frankel — who is director of the Campaign for Freedom of Information (FOI), an organisation which advocates for the strengthening of the public’s rights — insisted that while the Civil Service’s handling of emails is not “unique” in the UK, the public should be “sceptical” about the policy.
“I think the policy needs to be reconsidered. I think deleting emails after three months on a routine basis is premature,” he said.
In light of the development, the Northern Ireland Information Commissioner has warned public authorities here to ensure their record-keeping practices meet legal obligations.
UUP leader Steve Aiken and the TUV’S Jim Allister have called for the email policy to be properly scrutinised.
Mr Allister said, in the wake of the Renewable Heating Incentive (RHI) scandal, this disclosure had once again raised issues of “transparency” at the heart of Stormont.
“Is it any wonder that the RHI Inquiry repeatedly found it difficult to get to the full truth of what happened because of important gaps in the official record when such a system was operating?” he told the Belfast Telegraph.
“There’s a fundamental issue with the people who could possibly be embarrassed by an official record making judgments as to what should be retained.”
The TUV leader said he has now asked the Executive to explain how departments embroiled in the scandal supplied email records to the RHI Inquiry.
Mr Aiken stressed the issue urgently needs addressed, describing it as “deeply concerning and disquieting”, adding he will be raising the issue at a party leaders’ forum meeting.
“It raises big questions about scrutiny and accountability,” the UUP leader said.
“If we are to take any lessons from the RHI debacle, it’s that scrutiny can help prevent future scandals. The three-month email retention policy doesn’t instil confidence and needs to be addressed.”
Ken Macdonald, head of regions for the Information Commissioner’s Office, said: “Records can help to tell us why a decision was made, who made it and when.
“They are necessary to create confidence in any decision making process, to promote accountability and transparency.”
The Executive Office did not respond to a request for further comment at the time of going to press.