Data Loss Prevention emails

NHSmail has 'data loss prevention' policies that mean a User is warned if they save files with NHS Numbers to their OneDrive.

When your 'Generic' User mailbox is converted to a Shared mailbox, this policy can re-trigger for these files and you will receive an email notification per file.

The subject of the email will be Notification: [file name]
e.g. Notification: Discharge letter - 20230810 - SMITH, A (Mr)

An email notification will look like this:

You have likely already had this email notification previously and may have deleted it.

The link to the item will no longer work. As explained prior to conversion, the files are no longer directly accessible. OneDrive is for individuals (comes with User mailboxes), it is not a shared storage solution and Shared mailboxes do not have file storage.

If you do not need the files in the notifications; you can delete the email notifications (if you have lots; consider the 'Sweep' tool in Outlook Web App to bulk delete them).

If you need the files and did not move or back these up prior to conversion; then a forensic investigation will have to be submitted to the NHSmail helpdesk.