Employees should understand the role they hold in the various types of electronic communications as the records retention requirements are different based on the employee's role:
A. Sender: Employees that originate a message and send it to another person or persons are the senders of the communication. The sender has the primary responsibility for ensuring messages related to City business are consistent with the City's position on the specific topic, are appropriately managed and comply with the applicable policies and procedures for the specific type of communication.
B. Receiver: Employees to whom a message is sent are the receivers regardless of whether they are the primary recipient of the message or were "cc'd". The receiver has responsibility to ensure messages related to City business not originating from a City system, such as from a constituent or a member of the public, are appropriately managed and comply with the applicable policies and procedures for the specific type of message.
C. Creator: Employees generating new information or content related to City business for a web page or a social media site are creators of content. Creators of content related to City business posted on a web page, blog, forum or other communications medium are responsible to ensure that the information is consistent with the City's position on the specific topic and that content is appropriately managed. As an example, an employee that begins a discussion thread in an online forum is the creator of the content. Posting a new wiki topic or a new blog entry also qualifies the employee as a creator of content even though others will comment on or modify the entry in the future.
D. Participants: Employees that enter information or comments related to City business in response to content or entries previously posted in a wiki, blog, forum or other communications medium are considered participants. These employees are responsible for ensuring the information or comments related to City business are consistent with the City's position on the specific topic. As an example, an employee that posts a comment on what someone has written on a blog or forum is considered a participant in the discussion. Updating information contained in a wiki previously created also make the employee a participant. (2019 Compilation)
51-25-8: E-MAIL:
A. Use Encouraged: Employees are encouraged to use e-mail where appropriate in the conduct of City business. E-mail accounts on City servers are provided for all City employees.
B. Responsibility To Check: Because e-mail is the primary way the City will communicate important information, employees are responsible to check for new e-mail messages at least once each pay period.
C. Official Correspondence: E-mail related to City business is recognized as official correspondence. Whether printed or not, it is subject to the same policies, rules and procedures, and must be treated in the same manner as any City correspondence sent or received in printed format.
D. Retention Schedules: E-mail retention schedules, available from the Recorder's Office, must be followed. Documents attached to e-mail messages sent or received in the course of conducting City business must be retained in accordance with the records management procedures and retention schedules applicable to such attachments. Employees are prohibited from deleting any e-mail messages, with the following exceptions:
1. Unsolicited e-mail advertisements, etc. (spam).
2. Personal correspondence not related to City business.
3. Routine correspondence, such as, but not restricted to: announcements and general mailings, such as newsletters, press releases, etc.
4. System generated messages indicating that the person has either accepted or declined attendance at a meeting.
5. Messages that are, according to the applicable records retention schedules, due to be purged.
E. Management By Employees: Employees are responsible for proper management of their e-mail. This includes messages sent and received.
F. Deleted Items Folder Purged: The deleted items folder is purged each time the employee shuts down the e-mail program (Outlook). These records are retained by the e-mail server and may be recovered by the employee for fourteen (14) days, after which they are no longer available. (2019 Compilation)