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COUNCILMEMBERS HANDBOOK APPENDIX G <br /> CITY OF SAN LEANDRO <br /> • <br /> D AF T <br /> GUIDELINES REGARDING THE USE OF CITY ELECTRONIC <br /> COMMUNICATIONS <br /> Purpose of the Guidelines: <br /> To provide guidance to Council on the recommended use of the City's Electronic <br /> Communications Systems (including the electronic mail system). <br /> Definition: <br /> Electronic Communications encompasses any kind of communication created by, retrieved by, <br /> sent to, or stored by any City User utilizing any City - provided Electronic Communications <br /> • <br /> System, including all information, data and attachments related to those communications. <br /> Specific types of Electronic Communication Systems include Internet communications, <br /> electronic mail (E- Mail), voice mail systems, and text messaging through a cellular phone. <br /> Guidelines: . <br /> E -Mail is intended to function as a convenient and efficient method of communicating transitory <br /> information in an electronic format. <br /> The E -Mail System is not designed as a tool for the storage of data. Each City User is assigned 1 <br /> gigabyte (GB) of storage for their Outlook files. The size of City Users' Outlook Boxes, <br /> including E -mail, calendar, tasks, notes, contacts, folders, etc., directly impacts the performance <br /> of Outlook. Accordingly, large files and pictures should be stored outside of Outlook whenever <br /> possible. <br /> Automatically forwarding business- related E -Mails from a User's City E -Mail account to their <br /> personal E -Mail account is not allowed. Users are cautioned that any business E -Mail forwarded <br /> to a personal account may subject that entire personal account to a Public Records Act request. <br /> The Brown Act prevents Council Members from engaging other Council Members in discussion <br /> outside of a publicly noticed meeting, which includes through E -Mail or other Electronic <br /> Communication System. A Council Member should not use any Electronic Communication <br /> System as a communication tool between other Council Members. <br /> The City considers every E -Mail to be a preliminary draft and not to be retained in the ordinary <br /> course of business. Any E -Mail message that is considered to be a public record should be <br /> moved from the user's Outlook's Inbox, Sent Items, or Deleted items and retained in the User's <br /> Outlook Cabinet or saved and placed in the appropriate subject file, either electronically or in <br /> hard copy. <br /> • <br />