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• • SAN LEANDRO ADMINISTRATIVE CODE TITLE 1 CITY COUNCIL Chapter 11 Policy Governing Use of Computer Systems, E -Mail and Information Security b. All devices used to connect to the City's computer systems, whether owned by the employee, elected, or the City must be continually executing approved virus - scanning software with a current virus database. Users shall not disable any anti- virus software installed nor download any files which trigger a warning from the anti -virus software. c. The Information Technology Division of the City Manager's Office will backup files stored on the City's computer networks according to the City's network backup policies. Users shall utilize network resources to store their data files to the fullest extent possible to protect the City's data resources. Users are responsible for ensuring that critical data not stored on network servers is backed up and stored in a safe location. (5) Public Disclosure. a. All "public records" (which generally means any writing, whether electronic or paper, that contains information relating to the conduct of the public's business) are governed by the mandatory public disclosure requirements of the California Public Records Act and its exceptions (Gov't. Code §§ 6250 et seq.). b. The City considers every E -Mail to be a preliminary draft and not retained in the ordinary course of business. Accordingly. Users are required to determine whether information transmitted or received through the E -Mail System is a record that needs to be retained. Examples of documents /e -mail messages of this nature are: policy. decision making, connected to specific project or case files, contract related or otherwise an essential part of a larger record, or other memorandum of significant public business. 1606872.1 Department Responsible for Revision: City Manager's Office Chapter 1.11 • 03/0 -/2011 Page 4 •