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
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.
- The user (sender/recipient) determines whether the message is transitory. Examples include training announcements, meeting notices, publications or personal messages.
- 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.