(A) Documents in electronic mail format are records as defined by the Ohio Revised Code when their content meets the definition of non-exempt public records. Email is to be treated in the same fashion as records in other formats and should follow the same retention schedules.
(B) Those records in private email accounts used to conduct public business are subject to disclosure, and all employees or representatives of the city are instructed to retain their emails that relate to public business and to copy them to their business email accounts and/or to the city's Director of Information Technology as the official Public Records Custodian of emails.
(C) The Public Records Custodian is to treat the emails used to conduct public business from private accounts as records of the city, filing them in the appropriate way, retaining them per established schedules and making them available for inspection and copying in accordance with the Ohio Revised Code.
(Ord. 07-3250, passed 10-18-07)