A. Use Permitted: Forums are another way to engage the community in a constructive dialogue. Employees may use forums where appropriate.
B. Contact Communications Team: Employees must contact the Mayor's Communications Team prior to initiating a thread on any discussion forum to be used in the performance of City business.
C. Records Management, Retention: The records management procedures and retention schedules for e-mail apply to the final version of a forum thread on matters of City business and must be treated in the same manner as e-mails or other formal correspondence.
1. For forums hosted on City servers, the final version at the time the forum is closed must be retained.
2. For forums not hosted on City servers, the version at the time of the submission must be retained.
D. Use For Investigations: Information posted to forum discussions may be reviewed as part of investigations into work related misconduct or noninvestigatory work related searches, including, but not limited to, Human Resources personnel matters, litigation disclosure, forensic analysis and information requests under GRAMA, whether or not legal action may be required to obtain those records not contained on City servers.
E. Employee Responsible For Content: For any City sponsored forum, an employee or group of employees must be designated to moderate the forum thread to ensure that information is accurate, appropriate and current. (2019 Compilation)