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COUNCILMEMBERS HANDBOOK APPENDIX G E -Mail messages located in the User's Inbox, Sent Items and Deleted Items will be automatically deleted by Information Technology from all computer devices and systems on the 120 day after sending or receipt, whether or not it was deleted by the user. The City's E -Mail and communications systems may not contain offensive, abusive, threatening or obscene language or graphics. E -Mail messages or information which are in conflict with applicable law or City policies, rules or procedures are prohibited. Records Retention 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 requirement of the Public Records Act and its exceptions (Gov't. Code §§ 6250 et seq.). Accordingly, Users are required to determine whether information transmitted or received through the E -Mail system is a record that needs to be retained. Protect Confidential Information Users shall treat all information as "confidential" if there is any possibility that the information could be considered personal (such as personnel or medical records), or private (such as proprietary or financial information received from a third party), or if it could potentially expose the City to liability. If you are sending a confidential E -Mail, the following notice is recommended at the end of the email. CONFIDENTIALLY NOTICE: This electronic mail message and any accompanying documents are for the sole use of the intended recipient(s) and may contain CONFIDENTIAL and/or PRIVILEGED information. Any unauthorized disclosure, copying, distribution, use, or the taking of any action in reliance upon this communication is strictly prohibited. If you receive this communication in error, please contact the sender by reply e -mail or by phone and destroy all copies of the original message and any attachments. •