How long do NHS trusts keep emails on their server?

[LeftBoobGoneRogue]

A relative is taking their trust to an employment tribunal and has raised a SAR to gather evidence. What are the chances that any relevant emails are still available?

My trust gets rid of your email account when you're just on maternity leave, so not that long!

from memory, the answer is "it depends" Emails on certain things are treated the same as paper documents, so you'd need to know what their HR's information retention policy is. @CharlotteFlax , the fact that your account has been closed down, or that you no longer have access to it doesn't mean that copies of anything that should be retained have not been retained (archived) on a server somewhere.

It's the kind of thing that varies on a case by case basis. A lot of organisations have blanket policies like "Any emails older than 180/365/whatever days will be deleted". Others will routinely delete email accounts for employees who have left.

In either case that doesn't necessarily mean that there are no copies of relevant emails left in other people's inboxes or email stores but it might need someone trained in legal discovery to ask the right questions in the right way to get the emails released.

My understanding from an IT friend is there’s a big difference between losing you email account and the emails for being available. I’d certainly ask HR and IT, plus get an independent IT opinion. Just because something’s not readily accessible, doesn’t mean it’s inaccessible.

Yes. This. I took early retirement in 2018. I did bank staff work for them in 2022 and they revived my email account and stuff going back donkey's years was still in my inbox.

I think email accounts are “closed” whenever there’s been time off with potential for any legal action by employee.
I have firm reason for this but too outing.

Depends on who is holding them.

I have every email I've sent or received since 2019 categorised and filed. Other people I know delete on action.

After that it will depend on how the hospitals mail server is set up in terms of retention.