Paschal Donohoe (Dublin Central, Fine Gael) | Oireachtas source

It is important to clarify that any suggestion that NAMA deletes all emails of staff members one year after departure is not correct. I am advised that, as a first step, NAMA ensures that all emails of business or long-term value are retained in the appropriate repositories. Only when managers are assured that such records have been retained and stored can they authorise the deletion of ephemeral and transitory emails that have no business value. The Deputy will appreciate that there is a big difference between this sensible policy and a blanket policy of deleting all emails regardless of content or value, which is not, and never has been, NAMA policy. 

Since this matter was last raised in December, officials of my Department have discussed the issue further with NAMA, which has advised that its email retention policy is in line with best practice among public and private organisations. I am further advised that the implementation of the policy ensures that all key records held by NAMA are retained and that they will therefore be available, if required, for business purposes and for the purposes of legal discovery and the fulfilment of NAMA's obligations into the future.

In regard to staff emails specifically, I am advised that NAMA policy is to retain the mail servers of staff for at least one year after their departure from the agency. This is to facilitate business continuity and to enable line managers to ensure that business and long-term value records are saved to the appropriate repository. When managers are assured that such records have been retained and stored, they may authorise the deletion of transitory emails that have no business value.

I am further advised that this policy adheres to the guidance contained in the code of practice for freedom of information, FOI, and section 48 of the Freedom of Information Act.

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