There will be no more political staff deleting email records in ministry offices, Premier Christy Clark promised Wednesday.
Clark said she accepts all of the recommendations made by Information and Privacy Commissioner Elizabeth Denham and a follow-up study by a former commissioner to preserve email records that could be requested under freedom of information law.
“The practice of ‘triple deleting’ will be prohibited, ministers and political staff will continue to retain sent emails and a new policy and specific training will be developed,” Clark said. “As soon as practicable, public servants will be made responsible for the searching of records responsive to information requests on behalf of ministers and political staff.”
Denham reported in October on investigations into three complaints, and determined in at least one case that emails had been intentionally deleted in an effort to avoid public release. She also condemned the practice of political staff such as Clark’s deputy chief of staff to delete all of their sent emails at the end of each day.
A political staffer in Transportation Minister Todd Stone’s office resigned when Denham’s report came out. She said he denied under oath deleting another staffer’s emails related to meetings with remote communities on safe transit options for Highway 16 between Prince George and Prince Rupert.
NDP leader John Horgan said giving non-partisan public servants responsibility for records searches is an important step, but the government needs to legislate a “duty to document” policy decisions of government.
Clark told reporters Wednesday that step will be taken once legislation is prepared to build on existing requirements.
The government brought in former information and privacy commissioner David Loukidelis to recommend new practices. Among his recommendations was to adjust government email systems so even deleted records are kept long enough to be captured in monthly computer backups, to allow later examination in cases where they may be the last location kept.
Loukedelis said it not practical for any government to keep all email records, and attempting to archive such a massive volume of data would not only increase costs but would harm the public’s ability to get timely access. And any attempt to vet each email to determine if it should be kept would cause government to “grind to a halt.”
B.C.’s Chief Information Officer reported that the B.C. public service now receives 284 million email messages each year, and sends out another 86 million.
“To suggest, as some have, that all information should be kept is akin to suggesting it is good household management for homeowners never to throw away rotten food, grocery lists, old newspapers, broken toys or worn-out clothes,” Loukidelis wrote.