(a) Documents in electronic mail format are records as defined by the Public Records Act when their content relates to the business of the office, or are used to conduct public business. Records in the form of e-mail, text messaging, and instant messaging, including those sent and received via a hand-held communications device (such as a Blackberry) are to be treated in the same fashion as records in other formats, such as paper or audiotape.
(b) Public record content transmitted to or from private accounts or personal devices is subject to disclosure. All employees or representatives of this office are required to retain their e-mail records and other electronic records in accordance with applicable records retention schedules and to copy them to their office e-mail accounts.
(Res. 04-2010. Passed 8-30-10.)