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A 4k <br /> CITY OF SAN LEANDRO <br /> STAFF REPORT <br /> DATE: May 26, 2011 <br /> TO: Honorable Members of the City Council Rules and Communications Committee <br /> Stephen Hollister, City Manager <br /> VIA: Lianne Marshall, Assistant City Manager <br /> BY: Richard D. Pio Roda, Assistant City Attorney <br /> Rayan Fowler, Director of Information Technology <br /> SUBJECT PROJECT/PROJECT DESCRIPTION: <br /> AMENDMENT TO STAFF'S RECOMMENDATION REGARDING THE RETENTION OF <br /> DELETED COUNCILMEMBER AND EMPLOYEE EMAILS <br /> SUMMARY AND RECOMMENDATION <br /> On March 24, 2011, staff presented an item to the City Council Rules and Communications <br /> Committee regarding changes to various City technology policies. One of the policies presented <br /> was automatic deletion of E -Mail every 120 days from a City user's Outlook Inbox, Sent Items <br /> and Deleted Items folders. Staff would be re- trained in the use of a permanent storage "Cabinet" <br /> installed in Outlook where a user could drag and drop emails for retention, understanding that <br /> some emails could be public documents subject to public disclosure under the California Public <br /> Records Act (unless exempt from disclosure pursuant to specific provisions of the Act), and the <br /> City's records retention policies. To address the Committee's concerns related to compliance <br /> with records retention laws and the California Public Records Act regarding the retention of <br /> emails beyond the proposed 120 day deletion schedule, staff presents the following amended <br /> policy and procedure for Committee review and positive recommendation to the City Council. <br /> BACKGROUND <br /> Technology serves a central role in the daily operations of the City. By deploying technological <br /> "best practices," daily operations are experiencing continued growth in productivity and positive <br /> enhancements in communication that benefit the organization and the community. While the <br /> City is able to maintain a good pace in deploying changing technologies, it is more difficult to do <br /> so with written policies that pertain to a subject possessing a dynamic nature. Email is of a <br /> dynamic nature that requires a policy update. <br /> Staff initially recommended amending the applicable Administrative Codes to assist in the <br /> management of email on all City computer systems and technology. The Administrative Codes <br /> in question are: <br />