Question to the Cabinet Office:

To ask the Minister for the Cabinet Office, what the length of time before an email in his Department's inbox is subject to automatic deletion; whether such deleted emails remain searchable on the Server; and whether (a) manually deleted and (b) auto-deleted emails remain held for the purposes of (i) public inquiries, (ii) subject access requests and (iii) Freedom of Information Act requests.

Emails sent to or received by a minister’s mailbox are retained permanently as an official record, and remain available for public inquiries, subject access or freedom of information requests. Individual emails may be reviewed at a future date for their historical relevance before transfer to The National Archives, but they are not subject to automatic deletion.

The mailboxes of permanent secretaries are similarly preserved, and those of senior staff (grade SCS PB2 and above) are retained for a period of seven years after they leave their post. After seven years the contents are reviewed and records of historic value selected for permanent preservation.

Unless there is a reason to retain them for a public or other inquiry, or to respond to litigation, all other staff mailboxes are destroyed twelve months after they leave Cabinet Office’s employment.