Governing Policy: Electronic Communications Policy

Type: Enterprise; Check with the Departmental Policy Coordinator for procedures specific to each department.

Applies To: City Council Department

Department Approval: City Clerk's Office

Effective Date: September 10, 2005

Keywords: Email, records, retention, transitory record

Procedure

Users shall appropriately classify email transactions. If they are determined to be transitory records, users shall delete those records immediate to conserve space on the email system.

1. The user (sender/recipient) determines whether the message is transitory. Examples include training announcements, meeting notices, publications or personal messages.
2. The user is encouraged to destroy the message immediately to conserve space on the e-mail system.

Roles & Responsibilities

• Users are responsible for identify and classifying email transactions and meeting the appropriate retention or destruction requirements.
• Supervisors and managers are responsible for educating staff about records retention guidelines and procedures.